1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF
HAWTHORNE AND MATRIX CONSULTING GROUP, LTD.
This PROFESSIONAL SERVICES AGREEMENT (“AGREEMENT”) is made and entered into this ____ day of _____________, 2024, by and between the City of Hawthorne, a California municipal corporation and general law city (“CITY”) and Matrix Consulting Group, Ltd., a California corporation (“CONSULTANT”). This agreement is made with reference to the following:
RECITALS
A. CITY requested a proposal for professional services with respect to providing a development review and entitlement consulting.
B. CONSULTANT submitted a proposal for the performance of such services, a true and correct copy of which is attached hereto as Exhibit "A" and by this reference made a part hereof.
C. CITY desires for CONSULTANT to provide professional services as described in Exhibit “A”.
D. CONSULTANT represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the services required under this AGREEMENT in a thorough, competent and professional manner. CONSULTANT shall at all times faithfully, competently, and to the best of its ability, experience and talent, perform all services described herein. In meeting its obligations under this AGREEMENT, CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of CONSULTANT under this AGREEMENT.
NOW, THEREFORE, in consideration of the foregoing Recitals, the agreement of the parties as set forth herein and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:
1. DEFINITIONS
The following definitions shall apply to the following terms, except where the context of this AGREEMENT otherwise requires:
(a) Project: Provide to development review and entitlement processes consulting services.
(b) Services: CONSULTANT shall providing said services as described in Exhibit "A" attached herein
2 (c) Duration: Said AGREEMENT shall be effective from the date of execution of this AGREEMENT until acceptance and approval of all final documents and studies. (d) Completion of Project: CONSULTANT shall complete all tasks as noted in Exhibit "A" for a period as noted in the agreement with a period not to exceed 12 months. (e) Consultant: Matrix Consulting Group; 1650 S. Amphlett Blvd., Ste 213; San Mateo, CA 94402
(f) City: 4455 w 126th st.; Hawthorne, CA 90250
2. SCOPE OF SERVICES
(a) CONSULTANT shall forthwith undertake and complete the project in accordance with Exhibit "A" hereto and all in accordance with Federal, State and City statues, regulations, ordinances and guidelines, all to the reasonable satisfaction of CITY. (b) CONSULTANT shall, at CONSULTANT'S sole cost and expense, secure and hire such other persons as may, in the opinion of CONSULTANT, be necessary to comply with the terms of this Agreement. In the event any such other persons are retained by CONSULTANT, CONSULTANT hereby warrants that such persons shall be fully qualified to perform services required hereunder. CONSULTANT further agrees that no subcontractor shall be retained by CONSULTANT except upon the prior written approval of CITY.
3. COMPENSATION, METHOD OF PAYMENT, AND ADDITIONAL SERVICES (a) CITY shall pay CONSULTANT no more than the total project cost of $78,500, as set forth in the proposal, Exhibit "A.”
(b) Payments to CONSULTANT shall be made by CITY in accordance with the invoices submitted by CONSULTANT, and such invoices shall be paid within thirty (30) days after said invoices are received by CITY. Each invoice shall detail work performed and charges.
All charges shall be in accordance with CONSULTANT'S proposal with respect to hourly rates and project costs as set forth in Exhibit "A".
(c) Payment to CONSULTANT for work performed pursuant to this AGREEMENT shall not be deemed to waive any defects in work performed by CONSULTANT.
4. CITY ASSISTANCE AND AVAILABILITY OF CITY RECORDS
(a) The CITY shall provide the following assistance to CONSULTANT as needed so CONSULTANT can perform the services described above:
(i.) Information and assistance as set forth in Exhibit "A". 3 (ii.) Photographically reproducible copies of forms, documents, codes and other information, if available, which CONSULTANT considers necessary in order to complete the project.
(iii.) Such information as is generally available from CITY files applicable to the project.
(iv.) Assistance, if necessary, in obtaining information from other governmental agencies and/or private parties. However, it shall be CONSULTANT'S responsibility to make all initial contact with respect to the gathering of such information.
5. CONSULTANT’S BOOK OF RECORDS
(a) CONSULTANT shall maintain any and all documents and records demonstrating or relating to CONSULTANT'S performance of services pursuant to this AGREEMENT.
CONSULTANT shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work, services, expenditures and disbursements charged to CITY pursuant to this AGREEMENT. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by CONSULTANT pursuant to this AGREEMENT. Any and all such documents or records shall be maintained for five (5) years from the date of execution of this AGREEMENT and to the extent required by laws relating to audits of public agencies and their expenditures. (b) Any and all records or documents required to be maintained pursuant to this section shall be made available for inspection, audit and copying at any time during regular business hours, upon written request by the CITY or CITY's designated representative. Copies of such documents or records shall be provided directly to the requesting party for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon. Such documents and records shall be made available at CONSULTANT's address indicated for receipt of notices in this AGREEMENT.
(c) Where CITY or CONSULTANT has reason to believe that any of the documents or records required to be maintained pursuant to this section may be lost or discarded due to dissolution or termination of CONSULTANT's business, the CITY may, by written request, require that custody of such documents or records be given to the requesting party and that such documents and records be maintained by the requesting party. Access to such documents and records shall be granted to all parties to this AGREEMENT, as well as to their successors-ininterest and authorized representatives.
6. TERMINATION OF AGREEMENT
This AGREEMENT may be terminated without cause by CITY upon the giving of a written "Notice of Termination" to CONSULTANT upon thirty (30) days prior written notice or the CONSULTANT may terminate this contract upon thirty (30) days prior written notice. In the event this Agreement is so terminated, CONSULTANT shall be compensated at 4 CONSULTANT'S applicable hourly rates as set forth in Exhibit "A", on a pro-rata basis with respect to the percentage of the project completed as of the date of termination. In no event, however, shall CONSULTANT receive more than the maximum specified in paragraph 3(a), above. CONSULTANT shall provide to CITY any and all documents, data, studies, surveys, drawings, maps, models, photographs and reports, whether in draft or final form, prepared by CONSULTANT as of the date of termination. CONSULTANT may not terminate this Agreement except for cause.
7. NOTICES AND DESIGNATED REPRESENTATIVES
(a) Any and all notices, demands, invoices and written communications between the parties hereto shall be addressed as set forth in this paragraph. The below named individuals, furthermore, shall be those persons primarily responsible for the performance by the parties under this AGREEMENT:
To CITY
4455 West 126th Street,
Hawthorne, CA 90250
Attn: Director of Planning
To CONSULTANT
1650 S. Amphlett Blvd., Ste 213
San Mateo, CA 94402
(b) Any such notices, demands, invoices and written communications, by mail, shall be deemed to have been received by the addressee forty-eight (48) hours after deposit thereof in the United States mail, postage prepaid and properly addressed as set forth above.
8. CONTINUITY OF PERSONNEL
CONSULTANT shall make every reasonable effort to maintain the stability and continuity of CONSULTANT's staff assigned to perform the services required under this AGREEMENT, CONSULTANT shall notify CITY of any changes in CONSULTANT's staff assigned to perform the services required under this AGREEMENT, prior to any such performance. CITY shall not be responsible for time and costs associated with CONSULTANT's turnover or reassignment of staff.
9. STATUS OF CONSULTANT
(a) The parties hereto agree that CONSULTANT and its employers, officers and agents are independent contractors under this Agreement and shall not be construed for any purpose to be employees of CITY.
CONSULTANT shall have no authority to bind CITY in any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against CITY, whether by contract or otherwise. Unless such authority is expressly conferred under this AGREEMENT or is otherwise expressly conferred in writing by CITY.
5 (b) The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under CONSULTANT'S exclusive direction and control.
Neither CITY, nor any elected or appointed boards, officers, officials, employees or agents of CITY shall have control over the conduct of CONSULTANT or any of CONSULTANT'S officers, employees or agents, except as set forth in this AGREEMENT. CONSULTANT shall not at any time or in any manner represent that CONSULTANT or any of CONSULTANT'S officers, employees or agents are in any manner officials, officers, employees or agents of CITY. (c) The CONSULTANT or any of CONSULTANT'S officers, employees or agents, shall not obtain any rights to retirement, health care or any other benefits that may otherwise accrue to CITY employees. CONSULTANT expressly waives any claim CONSULTANT may have to any such rights.
10. LEGAL RESPONSIBILITIES
The CONSULTANT shall keep itself informed of applicable State and Federal laws and regulations, which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this AGREEMENT. The CONSULTANT shall at all times observe and comply with all such laws and regulations pursuant to sound professional practices including, but not limited to, possessing and maintaining all necessary licensing. CITY, and its officers and employees, shall not be liable at law or in equity occasioned by negligent failure of the CONSULTANT to comply with this Section.
11. NON-DISCRIMINATION
CONSULTANT shall not discriminate, harass, or allow harassment against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition (cancer), sexual orientation, marital status, and denial of family care leave. CONSULTANT shall ensure that the evaluation and treatment of their employees and applicants for employment are free from discrimination and harassment. CONSULTANT shall comply with the provisions of the California Fair Employment and Housing Act (Government Code, Section 12900 et seq.), and the regulations promulgated thereunder (California Administrative Code, Title 2, Section 7285 et seq.). If applicable, CONSULTANT shall give written notice of their obligation under this clause to labor organizations with which they have a collective bargaining AGREEMENT or other AGREEMENT.
12. INDEMNIFICATION
To the fullest extent provided by law, CONSULTANT shall indemnify, hold harmless, and defend CITY, its officers, employees, elected and appointed officials, and volunteers from and against any and all claims and losses, costs or expenses for any damage resulting in death or injury to any person and/or injury or damage to any property resulting from any negligent act or omission of CONSULTANT or any of its officers, employees, agents, or subcontractors in the performance of this AGREEMENT. Such cost and expense shall include reasonable attorney fees. 6 13. CONFLICT OF INTEREST
(a) No CITY employee whose position with CITY enables such employee to influence the award of this AGREEMENT or any competing AGREEMENT, and no spouse or economic dependent of such employee, shall be employed in any capacity by the CONSULTANT or have any other direct or indirect financial interest in this AGREEMENT. No officer or employee of this CONSULTANT who may financially benefit from the performance of work hereunder shall in any way participate in the CITY’s approval, or ongoing evaluation of such work, or in any way attempt to unlawfully influence CITY’s approval or ongoing evaluation of such work. (b) The CONSULTANT shall comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this AGREEMENT. The CONSULTANT warrants that it is not now aware of any facts that create a conflict of interest. If the CONSULTANT hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it shall immediately make full written disclosure of such facts to the CITY. Full written disclosure shall include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this section shall be a material breach of this contract.
14. CONFIDENTIAL INFORMATION
All information gained or work product produced by CONSULTANT in performance of this AGREEMENT shall be considered confidential, unless information is in the public domain or already known to CONSULTANT. CONSULTANT shall not release or disclose any such information or work product to persons or entities other than CITY without prior written authorization from the CITY, except as may be required by law.
15. INSURANCE
(a) During the course of the term of this AGREEMENT, CONSULTANT shall maintain Professional Liability Insurance in a combined single limit of not less than $2 million per claim and aggregate. CONSULTANT shall also maintain General Liability Insurance in a combined single limit of not less than $2 million per claim and aggregate. (b) CONSULTANT shall provide a certificate naming CITY as additional insured.
CONSULTANT shall procure and maintain, for the duration of the AGREEMENT, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance or the work hereunder, and the results of that work by the CONSULTANT, his agents, representatives, employees or subcontractors.
16. AUTHORITY TO EXECUTE
The person or persons executing this AGREEMENT on behalf of CONSULTANT represents and warrants that he/she/they has/have the authority to so execute this AGREEMENT and to bind CONSULTANT to the performance of its obligations hereunder. 7 17. MODIFICATION OF AGREEMENT
No amendment to or modification of this AGREEMENT shall be valid unless made in writing and approved by the CONSULTANT and by the CITY. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.
18. WAIVER
Waiver by any party to this AGREEMENT of any term, condition, or covenant of this AGREEMENT shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this AGREEMENT shall not constitute a waiver of any other provision, nor a waiver of any subsequent breach or violation of any provision of this AGREEMENT. Acceptance by CITY of any work or services by CONSULTANT shall not constitute a waiver of any of the provisions of this AGREEMENT.
19. LAW TO GOVERN; VENUE
This AGREEMENT shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Los Angeles.
20. ATTORNEY’S FEES, COSTS, AND EXPENSES
In the event litigation or other proceeding is required to enforce or interpret any provision of this AGREEMENT, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorney's fees, costs and expenses, in addition to any other relief to which it may be entitled.
21. ENTIRE AGREEMENT
This AGREEMENT, including the attached Exhibit "A", is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between CONSULTANT and CITY prior to the execution of this AGREEMENT. No statements, representations or other agreements, whether oral or written, made by any party that are not embodied herein shall be valid and binding. No amendment to this AGREEMENT shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.
22. SEVERABILITY
If a term, condition or covenant of this AGREEMENT is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of
9 EXHIBIT A
Proposal to Provide Development Review and
Entitlement Processes Consulting Services Dated April 24, 2024 Proposal to Provide Development Review and
Entitlement Processes Consulting Services
HAWTHORNE, CALIFORNIA
April 24, 2024
Table of Contents
Cover Letter i
1 Qualifications 1
2 Reference Projects 10
3 Approach to Scope of Services 13
4 Organization and Staffing 23
5 Fee and Schedule 24
April 24, 2024
Gregg McClain, Director
Planning Department
City of Hawthorne
4455 W. 126th Street
Hawthorne, CA 90250
Dear Mr. McClain:
The Matrix Consulting Group, Ltd. is pleased to present our proposal to provide Development Review and Entitlement Processes Consulting Services to the City of Hawthorne. Our proposal is based on our review of the Request for Qualifications/Request for Proposals, our research on the City’s development review and entitlement processes, and our extensive experience analyzing other similar operations in California and across the country.
Our qualifications stand apart from other consulting firms for the following reasons:
• Extensive experience analyzing development review operations: Our project team has worked on dozens of projects assessing local government entitlement, permitting, and inspection functions, processes, policies, and technology, including process mapping. Our experience includes nearly 200 dedicated studies, with many in California. We have a successful track record of implemented solutions for our clients. We are currently conducting similar studies in Redondo Beach and Thousand Oaks, and recently finished studies for El Segundo, San Dimas, and Riverside.
• Client understanding: The Matrix Consulting Group will help the City reach its goals because we spend a significant portion of our projects developing an understanding of each client’s unique operating environment and their challenges.
This holistic perspective is developed through interviews with City staff, executive leadership, elected and appointed official, prior customers, and other stakeholders. • Project team qualifications: We are proposing a highly qualified team that includes former local government practitioners, including planning and permitting officials.
Our team includes three former local government development managers, with matrix
consulting group
significant local government and consulting experience. Our proposed project team is dedicated to development review related studies.
We are a California corporation with offices in Southern California (Irvine) and headquarters in Northern California (San Mateo).
As the firm’s President, I am authorized to negotiate on its behalf. I attest that the firm is not aware of any conflicts of interest in performing the proposed work. If you have questions or require additional information, please contact me at 650-858-0507 or [email protected]. We look forward to discussing our proposal, project team, and prior experience and the opportunity to work with the City of Hawthorne.
Richard Brady, President
Matrix Consulting Group, Ltd.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 1
1 Qualifications
This section of our proposal provides an overview of experience with similar studies, our project management approach, and resumes for our project team. 1 Similar Experience
The Matrix Consulting Group has extensive experience conducting reviews development review, entitlement, permitting, and inspection operations, both as part of city-wide organizational studies and in dedicated studies focused solely on entitlement and development processes. We have conducted over 200 studies focusing specifically on development review functions and over 90 organization-wide studies for local government. Many of these studies have been in California. Recent clients include:
Blacksburg, Virginia Forest Grove, Oregon Mountain View, California Boston, Massachusetts Fort Worth, Texas Napa County, California Beverly Hills, California Greeley, Colorado Prosper, Texas Burlington, Vermont Gwinnett County, Georgia Richland, Washington Clearwater, Florida Kissimmee, Florida Rocklin, California Cupertino, California Knoxville, Tennessee Riverside, California Dallas, Texas Los Angeles, California Rowan County, N. Carolina DeKalb County, Georgia Mamaroneck, New York Sammamish, Washington Downey, California Maui County, Hawaii San Dimas, California East Point, Georgia Menlo Park, California ToHo Water Authority, Florida El Segundo, California Miami Beach, Florida Waukesha County, Wisconsin Flower Mound, Texas Milpitas, California Ventura, California We are currently working on similar studies for Redondo Beach and Thousand Oaks and finalizing planning and building review studies for New Orleans (LA) and Champaign (IL).
We also have evaluated development review processes as part of organization-wide studies and assessments. Recent clients include:
Albuquerque, New Mexico
Augusta, Georgia
Avon, Connecticut
Barstow, California
Brattleboro, Vermont
Deltona, Florida
Franklin Township, NJ
Fort Morgan, Colorado
Goodyear, Arizona
Half Moon Bay, California
Johnson County, Kansas
Monroe County, Michigan
Monrovia, California
Montpelier, Vermont
Orland Park, Illinois
Orting, Washington
Palos Verdes Estates, CA
Rancho Mirage, California
Raymore, Missouri
Roseville, California
Schertz, Texas
St Cloud, Florida
Tigard, Oregon
Tinley Park, Illinois
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 2
These clients are just an example of the projects we have completed in the last five years.
Details about any project listed above are available upon request. 2 Project Management and Quality Control
The Matrix Consulting Group takes a clearly defined, client-centered project approach to each study we conduct. Key elements of our philosophy and approach to providing consulting services include the following:
• We are objective and data driven. We do not base our recommendations on opinions or simple comparative
measures. We ensure that our analysis is
based on a comprehensive
understanding of our client’s unique
operations and service level goals,
workloads, risks, regulations, and
operating environment.
• Our projects are approached with a firm
grounding in analytical methodology.
Our clients receive detailed analysis of
their specific issues. All impacts are
identified and analyzed in detail to
ensure that recommendations can be
implemented, and our clients can
understand the reason for change.
• Our projects are characterized by extensive interaction between consultants and clients, including both executive management and policy makers, as well as supervisory and line-level staff. We propose the use of regularly scheduled progress meetings. We propose the use of a City project steering committee and meeting regularly with this team throughout the project. • We prioritize formal project management techniques to ensure clear communication, timely task completion, and a thorough analysis of issues. We take pride in delivering our work on time, on budget, and at a level of quality which exceeds expectations.
These four pillars are the foundation for all projects and has served our clients well over the past 20 years.
Objective & Data Driven
Analytical Methodology
Collaborative
Communication
Effective Project
Management
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 3
3 Project Team
The consultants proposed for this engagement have broad experience in analyzing local government operations and specialize in development review, permitting, and inspection processes, staffing, and organizational assessments. Additionally, our team members have served in local government as an Assistant City Manager, Planning and Development Manager, Community Development Director, and Permitting Manager.
Our senior team members have worked together on nearly three dozen development process evaluation engagements like what is being requested by the City of Hawthorne.
Resumes for our proposed team members begin on the following page.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 4
AARON BAGGARLY, AICP
VICE PRESIDENT
Aaron Baggarly is the lead analyst on development review, permitting, and inspection related engagements. Prior to joining the firm, he worked for the City of Stillwater, OK as the Planning Manager and oversaw the City’s planning and development activities, and previously worked for another planning firm. Relevant highlights include:
• Completed over 120 studies for local government entities. • Analysis focuses on process studies for planning, building, and code enforcement activities, organizational review, and process evaluation and reengineering.
• Performed data and workload analysis, needs assessments, visioning, organizational and staffing assessments, public engagement, and best management practices evaluation.
• Serves on his local Board of Adjustment.
Experience Highlights
Ventura, CA: Aaron led the firm’s efforts on this engagement to evaluate the City’s development review, permitting, and inspection processes. Key findings and recommendations included:
• Develop a comprehensive development guide and an online onestop shop to provide guidance to customers and citizens regarding the development review process.
• Identification of chokepoints in the application review process, including appointed or elected bodies overreaching their authority. • Revise the approach to internal development review committees to increase collaboration between review entities and for greater understanding of individual roles in the process.
• Outlined a development review matrix to clearly identify permit types and various roles and responsibilities for each permit type.
Mountain View, CA: Aaron led this engagement to evaluate the City’s development review, permitting, and inspection processes. Key findings and recommendations included:
• A new permitting software system would improve process efficiency and collaboration between functional review teams. • Augment the Project Coordinating Committee approach to focus on application review.
• Standardized applications, comment letters, and report templates. • Use checklists and standard design criteria in Engineering.
Project Role: Project manager and lead analyst.
Relevant Clients:
CA
CA
CA
CA
CA
CA
CA
CA
CA
FL
FL
GA
MA
NC
NY
OR
TX
TX
TX
TN
VA
VT
WA
WA
WI
Downey
Menlo Park
Milpitas
Mountain View
Redwood City
Riverside
Rocklin
San Dimas
Ventura
Clearwater
Miami Beach
East Point
Boston
Rowan County
Mamaroneck
Forest Grove
Dallas
Fort Worth
Flower Mound
Knoxville
Blacksburg
Burlington
Richland
Sammamish
Waukesha County
Education:
BS, Appalachian State
University, Community and
Regional Planning, Minor
in GIS.
Professional Association:
American Institute of
Certified Planners (AICP)
American Planning
Association
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 5
ALAN PENNINGTON
SENIOR VICE PRESIDENT/CHIEF TALENT OFFICER
Alan Pennington leads our General Consulting Practice which includes Community Development and development review
assessments. He has conducted over 300 studies including over 100 focused specifically on development review operations. Alan’s extensive experience evaluating permitting operations includes:
• Development process redesign and streamlining including process diagramming.
• Establishment of achievable turnaround times for plan reviews and inspections.
• Best practices assessments.
• Staffing and organizational structure evaluations, and • Customer and stakeholder outreach on service needs and perceptions of existing services.
Experience Highlights
Mountain View, CA: Alan was the Project Manager on this engagement to evaluate the City’s development review, permitting, and inspection processes. Findings and recommendations included:
• A new permitting software system would improve process efficiency and collaboration between functional review teams. • Augment the Project Coordinating Committee approach to focus on application review.
• Standardized applications, comment letters, and report templates. • Use checklists and standard design criteria in Engineering.
Blacksburg, VA: Alan was the Project Manager on this comprehensive study of the City’s development review process which included a comprehensive assessment of all major processes, staffing, technology, and organizational structure. Key recommendations included:
• Implementation of review time tracking and establishment of new processing targets and provision of software training to staff. • Plan to transition paper processes to electronic processing. • Implementation of a pre-application process for applicants and completeness reviews upon submittal.
• Establishment of contracted services for handling peak workloads to supplement full-time staff.
Project Role: Alan will serve as the project executive.
Relevant Clients:
CA
CA
CA
CA
CA
CA
CA
CO
FL
FL
FL
GA
GA
MA
NY
OR
SC
TX
TX
VA
VA
WA
WA
WI
Cupertino
Menlo Park
Milpitas
Mountain View
Redlands
San Jose
Ventura
Westminster
Clearwater
Manatee County
Miami Beach
DeKalb County
Gwinnett County
Boston
Mamaroneck
Marion County
Greenville
Dallas
Flower Mound
Blacksburg
Hanover County
Des Moines
Richland
Waukesha County
Education:
BA, University of Maine,
Public Management.
MPA, University of Maine,
Professional Association:
International Code Council
(ICC)
Government Finance
Office’s Association (GFOA)
International City-County
Management Association
(ICMA)
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 6
JOCELYN MATHIASEN
MANAGER
Jocelyn Mathiasen is an experienced consultant that focuses on local government permitting and operational experience. As department director, she led the reform of the Department of Permitting and Land Use for the City of Milford, Connecticut, transforming the agency into one focused on customer service and efficiency. Consolidated planning, wetlands, floodplain management, and building review processes to reduce duplication of time and effort, cross-trained clerical staff, and developed improved educational materials and website information to reduce confusion on the part of applicants.
Implemented on-line permitting for all projects.
Her experience encompasses local and regional development and permitting agencies. Emphasis focused on increased efficiency and collaboration between different departments and government entities.
Experience Highlights
Miami Beach, FL: Jocelyn was the lead analyst on this engagement that focused on improved operational efficiencies, review of permitting times and processes, and a review of the development code/ordinances to identify chokepoints in the process for efficient and timely development. Key recommendations included:
• Modified the building permit review process to reduce the number of resubmittals and number of review entities.
• Technology and legislation improvements to help meet adopted review timelines.
• Modifications to the application requirements and clear identification of the decision-making authority.
Downey, CA: Jocelyn was an analyst on this engagement that analyzed the City’s Community Development operations and staffing needs. Key findings included:
• Opportunities to leverage technology to improve the customer experience and educational outreach.
• Dedicated and cross-trained permit technicians to process development applications.
• Convert key contracted positions to city employees (e.g. Chief Building Official and Building Permit Tech, etc.).
Project Role: Jocelyn will serve as analyst.
Relevant Clients:
CA
CA
CA
CA
CA
CO
FL
FL
FL
FL
GA
GA
IL
MA
NC
TX
TX
VA
VA
VT
WA
WA
WI
Downey
Los Angeles
Redlands
Rocklin
Riverside
Westminster
Clearwater
Miami Beach
Toho Water Auth.
Fort Myers
Dekalb County
East Point
Niles
Boston
Rowan County
Flower Mound
Fort Worth
Blacksburg
Virginia Beach
Burlington
Bellingham
Richland
Waukesha County
Education:
Master of Public Policy
from Harvard University,
BA in Government from
Oberlin College
Professional Association:
International Code Council
American Planning
Association
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 7
ALLYSON BREKKE, AICP
MANAGER
Allyson Brekke focuses on the Community Development Services practice area, with specialty knowledge in Town and Gown Relations, Historic Preservation, Economic Development, Cultural Resources, and Strategic Planning.
Prior to joining Matrix, Allyson served as Deputy Planning Director for Gallatin County, Montana and Director of Community and Economic Development for Port Angeles, Washington. While serving on the director team in Port Angeles, she worked closely with the City Council to create and update the City’s two-year strategic plan which was adopted successfully. Her local government experience includes:
• Strategic planning, capital plan updates, budget and work plan development, development review efficiencies and best practices. • Long-range planning efforts for environmental protection, comprehensive plans, and housing needs.
• Organization and operation development and coordination of intergovernmental policies, programs, and operations.
• Community outreach facilitation and neighborhood planning.
Experience Highlights
Gallatin County, MT: Allyson directed and oversaw development review operations for Gallatin County’s Community Development Department, one of Montana’s fastest growing counties.
• Administered planning and zoning regulations with the primary goal of improving and streamlining local government operations. • Developed the Department’s workplan for Commission adoption.
Port Angeles, WA: Allyson planned, directed, and administered a comprehensive department program for all City of Port Angeles community and economic development matters - planning, zoning, building, code enforcement and cultural resources.
• Assisted the City Council in its adoption of a strategic plan. • Coordinated the first ever Housing Needs Assessment by bringing together the community’s various stakeholders to develop the City’s first Housing Action Plan.
• Supported City economic development efforts by facilitating commercial façade rehabilitation, infrastructure improvements and low-income housing through the CDBG program.
Project Role: Allyson will serve as an analyst
Relevant Clients:
CA
CA
IL
MA
MI
MO
NJ
SC
El Monte
Redondo Beach
Champaign
Boston
Royal Oak
Jefferson City
Paterson
Columbia
Education:
MCP, University of
Pennsylvania, City
Planning
BA, University of Mary
Washington, Historic
Preservation
Professional Association:
Graduate of Northwest
Women’s Leadership
Academy
American Institute of
Certified Planners (AICP)
Certificate in Town and
Gown Relations
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 8
DAVID BRANCH
MANAGER
David Branch has served as an analyst and project lead on a wide range of government studies covering a variety of county and municipal functions such as building, planning, housing, code enforcement, human resources, finance and purchasing, public works and utilities. David has extensive experience conducting organizational, operational, and staffing assessments during his 10 years with our firm. Relevant experience highlights include:
• Completed over 120 studies for local government entities, including numerous department and agency-wide assessments. • Analysis focuses on workload and staffing, organizational structure, asset management, and process improvement using recognized best practices and quantitative metrics and modeling and developing implementation solutions to guide clients.
Experience Highlights
El Segundo, CA: David was the lead analyst for this study of the City’s Community Development Department. The study analyzed staffing needs and organizational structure, workload and performance metrics, operational issues, and opportunities to deploy technology.
Key recommendations included:
• Development of plan review processing benchmarks and the use of a performance dashboard for internal use and the public. • Process flow adjustments to consolidate the plan review process, involve Planning more consistently, and centralize contact. • Identification of staffing resources needed to meet desired processing times.
Tigard, OR: David served as an analyst in this citywide performance audit and operational review, with a focus on the Community Development Department. The study examined the department’s performance measures, staffing, organizational structure, and use of technology. It included:
• Analysis of the Community Development Department’s
performance reporting and use of technology.
• Recommendations included offering fee-based service level gradients and enhance the regular collection of stakeholder feedback through a satisfaction survey.
Project Role: David will serve as an analyst.
Relevant Clients:
AZ
CA
CA
CA
CA
CA
CO
CO
FL
FL
FL
GA
IL
IL
NC
NY
OR
TX
TX
Buckeye
El Segundo
Fresno
Milpitas
Redlands
Riverside
Aurora
Westminster
Coral Gables
Fort Myers
Kissimmee
DeKalb County
Tinley Park
Chatham
Rowan County
Albany
Tigard
Dallas
Flower Mound
Education:
BS, University of Southern
California; Policy,
Management, and
Planning.
M.Ed., University of
Missouri – St. Louis,
Secondary Education
Professional Association:
American Public Works
Association (APWA)
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 9
JOE MCDONALD
SENIOR CONSULTANT
Joe McDonald has served as an analyst on a wide variety of engagements, ranging from community development departments to municipal airports. Joe assists in developing client surveys, documenting current and future workflows, and assists senior staff in conducting interviews, performing data analysis, and preparing client deliverables.
Experience Highlights
Clearwater (FL): The Matrix Consulting Group was engaged by the City of Clearwater, FL to perform a business process study of its Planning and Development Department. On this project, Joe:
• Administered and analyzed the results of both a community and an employee survey. Assisted in moderating focus groups with individuals that were well-acquainted with the City’s development processes (developers, lawyers, etc.).
• Worked with City staff to develop workflow diagrams that represent the Department’s key processes (permit
applications, zoning approvals, etc.). Information from these diagrams were leveraged by the project team to make
recommendations on how to best optimize development
processes.
Rocklin (CA): As part of the assessment of the Community Development and Public Services Department organizational assessment, Joe supported senior project team members in the following areas:
• Facilitated the process mapping workshops to document development review, permitting, and inspection processes. • Responsible for the customer survey outreach and analysis.
Identified key strengths and challenges with the current operational approaches.
• Conducted a comparative survey with eight peer communities to understand their organizational structure, staffing
approaches, and technology utilization.
Project Role: Joe will be responsible for process documentation, data analysis and stakeholder survey facilitation.
Relevant Clients:
CA
CA
CA
CO
FL
FL
FL
FL
IA
NV
TN
WA
WV
Rocklin
San Bernardino Co
San Dimas
Greeley
Clearwater
Dunedin
Naples
St. Petersburg
Cedar Rapids
Henderson
Knoxville
Snohomish Co.
WVU
Years of Experience: 2
Education:
BA – Professional and
Technical
Communications,
University of South
Florida
Professional
Association:
Florida City County
Managers Association
(FCCMA)
Engaging Local
Government Leaders
(ELGL)
Society for Technical
Communications (STC)
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 10
2 Reference Projects
The following references are provided for recent projects that most similarly align to the services requested by the City of Hawthorne. Additionally, it is important to note that these projects were completed by members of the proposed project team.
El Segundo, CA Development Services Assessment
Project Contact: Michael Allen, AICP, Community Development Director Phone Number: 310-524-2345
Email: [email protected]
Project Summary: Matrix Consulting Group conducted a comprehensive assessment of the development review operations of the City of El Segundo’s Community Development Department. The scope of work included an evaluation of development review processes and operational approaches, staffing allocations, communication methods, collaboration between involved departments, technology usage, code requirements, and outreach activities.
Key recommendations included:
• Development of application and permit processing standards and implementation of a performance measurement dashboard to report performance internally and to the public.
• Updating internal process flows to centralize intake and the applicant point of contact, and to better integrate Planning into the plan review process. • Implementation of permitting and land management software along with a digital applicant portal and cashiering integration. Supply field personnel with mobile devices connected to the permitting system to enable field entry and inspection resulting.
• Enhance approach used to provide comments to applicants including referencing codes and ordinance and providing a single consolidated listing of comments at each submittal.
• Implement training plans for all staff and develop succession plans for key positions.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 11
Rocklin, CA Development Review Organizational Assessment Project Contact: Elizabeth Sorg, Management Analyst
Phone Number: 916-625-5582
Email: [email protected]
Project Summary: Rocklin commissioned this organizational assessment of the Community Development and Public Services Departments to identify operational efficiencies, process modifications, staffing needs, and an appropriate organizational structure for the planning, building, engineering, and transportation functions. Key tasks included the diagramming of existing processes, review of existing workload and corresponding staffing levels, technology utilization analysis, and organizational structure assessment.
Key recommendations for this study included
• Fully implement a new permitting software system and electronic review platforms, • Complete a comprehensive assessment of the zoning code (currently underway) and update the code to align with current development trends, • Transition to an in house City Engineer,
• Move the Public Services Engineers to Community Development and under the supervision of the City Engineer,
• Contract for environmental review,
• Establish performance metrics, and
• Reclassify Office Assistants and Permit Technician staff to better align with primary duties performed.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 12
El Segundo, CA Evaluation of the Development Review Process Project Contact: Cheryl Ball, Deputy Policy Officer
Phone Number: 865-310-0379
Email: [email protected]
Project Summary: Our firm was tasked with reviewing the City’s development review, permitting, and inspection processes. The provision of development services is provided by a combination of three City departments, a regional planning agency, a public utility agency, and the County Health Department. As part of this assessment the project team reviewed: technology system and integration, communication/collaboration, customer information and outreach, processes, the adopted development code, performance goals, and staffing needs.
Key findings included: There was a clear lack of integration between review disciplines and the need for greater technology access, utilization, and integration, clarity in roles and responsibilities of reviewers, enhanced communication and collaboration, and increased centralized oversight of the development process.
Several recommendations focused on updating the development code to streamline the process, modify the code the remove ambiguity, and to align current practices with the code. Also, the project team made several organizational structure recommendations that including creating a standalone City Planning Department, place all four development departments under a single Development Officer, modify the requirements for Fire Inspectors, and increase staffing in Engineering, Planning, and Building Plans Reviewers/Inspectors to meet goals and workload levels.
Additional details and/or references are available upon request.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 13
3 Approach to Scope of Services
This section of our proposal provides an overview of our understanding of the project and our proposed task plan.
1 Project Understanding
Hawthorne can easily be considered the “Hub of South Bay” with its convenient location in southwestern Los Angeles County. Hawthorne wants to ensure its development services to the community is predictable, consistent, and high quality. The City is undertaking this comprehensive assessment to ensure that the City’s entitlement and permitting practices are efficient, following best practices, utilizing technology appropriately, and working collaboratively with a single voice throughout the entitlement, review, permitting, and inspection process.
This study is focused on developing the following outcomes:
• Identification of key performance goals and objectives, and actionable recommendations how to effectively meet them, to enhance the overall value of development services.
• Review the organizational structure of the development and permitting services provided by the Planning and Building Safety Departments, and other departments that are involved in the entitlements and plan reviews, to ensure that roles and responsibilities are appropriately aligned between different teams. • Assess current development processes and provide recommendations to improve operational functions and workflow processes to be more inclusive, collaborative, and provide effective service from initial application to final certificate of occupancy. This will include developing processes to provide a predictable and consistent process, while identifying timely and realistic performance benchmarking measures.
• Examine staffing levels to ensure they are appropriate to meet desired customer service level, performance, and service delivery goals. This will include making recommendations on staff retention and succession planning. • Improve overall internal and external customer service approaches to add the greatest value.
• Provide training recommendations to improve employee performance and operational output.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 14
Based on these goals and others outlined in the RFP, we have developed the task plan outlined in the next section.
2 Task Plan
This section of our proposal presents an overview of the proposed task plan for conducting this engagement and ensuring a thorough review of the City’s development review operations, staffing, and processes. We have structured our task plan in a way that includes an analysis of all requested tasks, identification of findings, develop recommendations and designing a realistic implementation plan.
Task 1 Project Kick-off Meeting.
Upon execution of the contract the project team will hold a formal project kick-off meeting with key City and department staff to discuss the parameters and reason for this assessment. The intent of the project kick-off meeting is to confirm the goals and scope of work, finalize the project schedule, and develop an initial understanding of available project data. The City should establish a project steering committee and project manager in parallel to the project kick-off meeting. Regular project check-in times and meetings will also be established.
The deliverables for the project kick-off meeting will be a project contact list for both staff and the project team, updated project schedule, identification of the first round of staff interviews, and a preliminary data collection list.
Task Deliverable – A project initiation meeting that will confirm the project goals, schedule, and a preliminary data collection list.
Task 2 Conduct Internal Stakeholder Meetings and Develop a Current State Profile.
To evaluate the development review operations and processes, we need to develop an indepth understanding of the key issues impacting and shaping service requirements. To develop this perspective, we will conduct interviews with representatives from the Planning and Building Safety Departments, members from each of the relevant departments/divisions involved in the entitlement and permitting processes, City management, and appointed/elected officials if desired. These interviews will focus on exploring issues and attitudes in the following areas:
• Goals and objectives regarding the delivery of services in each operational functional area.
• Adequacy of service levels, and perceived gaps in existing levels of service.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 15
• Organizational changes which have been made in the past several years and perceptions of the impacts of these changes.
• Any lingering impacts of Covid-19 on the development review operations. • Adequacy of software and technology and the extent to which staff and managers utilize these systems and the data output to make meaningful managerial, operational, scheduling and staff allocation decisions. • Outsourcing philosophy of the City; the services that are currently outsourced and additional options.
• Identification of relevant workload for staff involved in the review process and current challenges.
Next, we will develop a detailed description of the development review services provided by the City. Our focus will be on how services are delivered, staffed, and managed. The development of this detailed description will be based on interviews as well as on the collection of operating information and data from Task 1, including the following:
• The current organization of the development functions including:
- The structure and functions of each division and unit. - The staffing levels of each division.
- The basic job responsibilities staff.
• Documentation of all key operations, including:
- Service scope and content.
- How staff are scheduled and deployed.
- Workload data.
- Basic service levels.
- The extent of contracted services by type, size, and cost. • Documentation of the software and technology currently used in the divisions, including:
- Current permitting, review, and inspection software systems. - Geographical information systems.
- Information Technology roles and responsibilities.
- Use of hand-held/mobile devices for reporting work in the field. - Understand pending technology changes, if any.
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• Documentation of management systems available to support departmental operations, including:
- Organizational business functions and procedures; and - Performance monitoring systems.
• Document current performance targets related to major services areas within the development review process such as turnaround times for permitting processes, response times for complaints, percentage of inspections completed within 24 hours of request, etc.
• Document the current coordination mechanism and procedures in place to coordinate inter-departmental delivery of services.
After the initial data collection activities have been completed, the project team will prepare a current state assessment that summarizes our present understanding of the current organization, staffing, and operations related to the entitlement, permitting, and inspections services provided by the City. This current state profile will then be presented to the City’s project team for their and staff’s review. Once completed and reviewed, the current state profile will provide the basis for analysis conducted and completed in subsequent study tasks.
Task Deliverable – A current state profile summarizing staffing levels, roles, technology levels, and workload for each development review functional area.
Task 3 Diagram Primary Entitlement, Permitting, and Inspection Processes.
During this task, the focus will be the development of detailed process diagrams for the primary entitlement, permitting, and inspection business processes. We will develop current state workflows that show the existing processes with information detailing which departments/divisions and staff are involved in each process, whether each step is manual or automated, the handoffs between individuals and departments/divisions, the data required from each step, and the timeframe for completion. The process mapping will clearly display all applicable touch points between the applicant and city staff and how technology is integrated into the process.
As a result of this task, the City will be provided with detailed process flow diagrams for their primary development processes. These diagrams will provide both staff and applicants with the ability to clearly understand current development related processes.
Diagrams will be utilized to identify potential chokepoints in the process and future recommendations to create a more efficient process for staff and the customer.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 17
Task Deliverable – Detailed process flow diagrams for key entitlement, permitting, and inspection business processes.
Task 4 Assess Stakeholder Satisfaction with Entitlement, Permitting, and Inspection Services.
To ensure that the project team has a good understanding of the customer’s perspective of the development services provided by the City, we will utilize two techniques to obtain input:
• Conduct an online stakeholder survey of recent applicants to obtain the widest possible input on development review and permitting processes. This survey will be distributed electronically to prior customers of the City over the last 2 – 3 years and include questions regarding the efficiency, effectiveness, and clarity of current development review processes and request input on the current strengths and improvement opportunities for existing processes and procedures. • Conduct three focus group meetings with prior customers to elicit more detailed and specific information regarding the City’s processes. Each focus group would consist of individuals who have recently conducted business with the City as well as representatives from professional trade groups.
These efforts will be designed to understand the customer’s perceptions of the City’s processes, services, and associated challenges, and strengths of the current service environment and to identify those changes the customers approaches timeliness of service provision.
Task Deliverable – Summary of customer feedback from the online survey and focus group meetings identifying key trends and issues related to the development review process.
Task 5 Compare Entitlement and Development Review Operations to Industry Best Practices.
The purpose of this task is to evaluate the services provided by the City related to entitlement, application review, permitting, and inspection processes, organization, staffing, and operational activities in the context of best management practices in the profession. Each functional area would be assessed against a unique set of management practices. We will evaluate the programs and practices of the various departments involved in providing services in areas such as staffing, management and strategic planning, processes utilized, employee training, communication, timelines, technology, educational materials, website, etc.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 18
The best practice assessment will provide an analysis that includes the identification of areas where the City currently meets or exceeds the best practice and, more importantly, those areas where current gaps and shortcomings exist and therefore present opportunities for improvement of existing operations. The best practice assessment will clearly identify overall strengths and weaknesses of the organization and will include preliminary analysis of applicable workload and process data.
Task Deliverable – An evaluation of City’s entitlement and development review practices compared to best practices and a summary of strengths and weaknesses identified from this assessment.
Task 6 Evaluate Entitlement and Development Review Operational Practices, Policies, Processes, Technology, Service Levels, Staffing, and Organizational Structure.
This task involves an evaluation of processes, workload, staff utilization, work practices, technology use, service levels, staffing, and organizational structure of the entitlement and development review functions. We will address these issues by employing these approaches:
• Analyze the various development related work processes. The project team will evaluate current processes, laws, and regulations to identify issues that are driving any inefficiencies in staffing, processes, or other issues that impact the efficiency of the various entitlement, plan review, permitting, and inspection processes. This task may result in alternative process approaches that will streamline current review, permitting and inspection processes and be built into future recommendations. For major process modifications, the project team will develop “to be” workflow diagrams.
• Evaluate the adequacy of major work practices utilized by each function. This analysis will include the review of 2 – 3 years of workload for each development review functional area. Additional analysis will focus on the identification of opportunities to streamline internal processes and assignments as well as work practices to increase productivity and/or enhance their effectiveness. Also, we will identify the degree to which key tasks are not being accomplished due to lack of staff and assess the extent to which tasks could be absorbed through streamlining of work process. Additional analysis would focus on defining specific roles of departments/staff in the processes.
• Analyze response and review timeliness. The focus of this task is for the project team to conduct an in depth analysis of response and review timeliness. The Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 19
project team will evaluate the previous years’ workloads to understand processing timelines by permit type. Analysis will include the timeliness of processing applications (by review entity/function), conducting initial and subsequent application reviews, issuing permits (or approval), scheduling and completion of inspections, and finalizing certificate of occupancies. Also, we will identify where timelines are not in compliance with established performance metrics, adopted local and state ordinances, regulations, or statutes, and/or industry best practices.
Recommendations may include identification of new performance metrics to align with the City’s service level expectations and resource availability. • Evaluate customer service including internal and external customers. The project team will analyze the level of service provided to both internal and external customers. The project team will address inter-departmental coordination related to the development process and the approaches used for public outreach and education. The analysis will also include an assessment on how to improve coordination and communication between review entities, review of information provided on the City’s website, ease of application submittal/inspection requests, and the potential impact of alternative operational approaches for customers. • Evaluate current technology systems. This task will focus on understanding and assessing current technology systems utilized by the City. The project team will evaluate the current permitting software suite, degree to which GIS/AI is implemented and utilized, how mobile devices are used in the field (e.g., tablets for inspectors), and the degree to which current systems result in efficient information-sharing and elimination of duplicative input. We will also evaluate how proposed changes to the use of technology may impact efficiencies and operations. Identify current issues related to accessibility and training related to the use of technology.
• Analyze training programs. We will review the Department’s and City’s approaches to training and equipping staff to perform their duties. This will include an evaluation of onboarding and in-service training efforts for all employee classifications and development review teams. A component of this subtask will be a review of cross-training and staff’s opportunity for professional growth and development.
• Evaluate the skill mix of current staff and determine staffing resource needs. Our project team will evaluate the adequacy of staffing levels to conduct historical workload needs. In this analysis, we will evaluate whether the staff possess the required skills to perform assigned tasks and the total number of in-house and/or contracted staff to complete the current workload within the adopted timelines.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 20
Staffing level analysis will be based on different service level parameters desired by the City. Staffing needs will be provided by position classification and include internal and contracted professional, technical, and administrative positions. • Assess how the development review functions are organized. The project team will evaluate the overall plan of organization for the development review functions included in this study. We will utilize a number of principles in the evaluation of organizational structure including:
- Does the approach to organizing development foster accountability? - Are supervisory spans of control too broad or too limited? - Does the structure provide adequate communication and coordination? - Are staff empowered to provide better service to the community? - Are development review roles and responsibilities located within the appropriate teams and departments?
- How is succession planning incorporated into the organizational structure and alignment of duties.
The result of this analysis will be a proposed organizational structure for the provision of services and specific staffing levels to meet service demands.
At the conclusion of this task, we will have evaluated all aspects of the entitlement, permitting, and inspection processes and operations including operational practices, processes, service levels, technology, work activities, staffing, and organizational structure to identify improvement opportunities.
As part of the analysis, findings, and recommendations completed as part of this task, the project team will evaluate the fiscal impact to City operations. Fiscal analysis will include both the cost saving/incurrence associated with the recommendation implementation.
Task Deliverable - A summary of the identified improvement opportunities and proposed adjustments in processes, work practices, service levels, technology, customer service, operations, staffing levels, and staffing levels.
Task 7 Develop Draft and Final Reports and Plan for Implementation.
Once the work tasks noted above have been completed, our analysis, findings, and implementation plan will be compiled into a draft and final report. The draft report will contain the following elements:
• An executive summary for the study.
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 21
• Final analysis of the stakeholder survey and focus group meeting feedback. • Final best practices assessment analysis.
• Current and recommended process diagrams.
• Analysis of historic workload trends, performance metrics, and impediments to the current process.
• Recommendations to improve the current approach to development review, and identify improvement opportunity relating to philosophies and commitments, staffing required given these commitments, managerial and operational practices for improved service delivery.
• Evaluation of technology and recommendations to improve efficiencies.
For this study to be successful, it is important to develop a realistic implementation plan that is prioritized and includes actionable items with allocation of responsibility and accountability as well as adoption time frames. This is achievable by creating buy-in from employees who will be directly impacted and tasked with implementation assistance. The draft report will be distributed to the City’s project steering committee for their review.
After incorporation of feedback, comments, and edits, the project team will begin developing the implementation plan.
We propose an interactive and collaborative approach to developing prioritized recommendations and implementation:
• Allowing staff to review the analysis, findings, and recommendations so that they have the opportunity to understand the challenges and the needs of the organization.
• Conduct a workshop that includes all staff or at a minimum a broad representative group will be brought together to discuss the findings, recommendations and identified shortfalls to meet the current and future need.
We would work with staff to develop an internal staff priority list for the most critical changes. After compiling staff’s prioritized recommendation list, the project team will work with the City’s project steering committee to: (1) prioritize the recommendations, (2) develop timelines for implementation by assigning either a short-, mid-, or long-term timeframe, (3) identify the responsible party for implementation (elected officials, city management, department management) to assist in the development of the implementation plan, and (4) identify the fiscal impact associated with implementation.
Once staff and the internal project steering committee has reviewed the draft project report and implementation plan, we will make revisions, as needed, and finalize the report.
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We will be available to make a presentation of our findings, recommendations and implementation plans to City management and/or City Council.
Task Deliverable – Compile the draft report that includes analysis and recommendations. Conduct a workshop with all development review staff to discuss the analysis, findings, and recommendations and to prioritize implementation.
Develop an implementation plan that includes timeline and responsible party.
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4 Organization and Staffing
The organization of our proposed project team is outlined below.
All proposed project team members are employees of the Matrix Consulting Group. We do not propose the use of subconsultants on this engagement. Roles and responsibilities of each team member is outlined in their resumes in Section 2 of this proposal.
All team members will be involved in all aspects of the project, with the project manager and senior analysts heavily involved in all tasks.
Alan Pennington
Project Executive
Aaron Baggarly, AICP
Project Manager /
Lead Analyst
Jocelyn Mathiasen
Senior Analyst
Allyson Brekke, AICP
Senior Analyst
David Branch
Analyst
Joe McDonald
Analyst
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 24
5 Fee and Schedule
This section will provide an overview of our proposed project schedule and fee. 1 Fee
We proposed to conduct this development review and entitlement processes assessment for a not-to-exceed price of $78,500. Based on our significant experience with these types of studies, we are confident are proposed fee is adequate for the scope of work.
Throughout our 21 years as a firm, we have never asked for additional fees for the original scope of work. If the City desires a contingency budget, we propose a 10% contingency to address possible scope changes.
The following table summarizes our hours allocation by task.
Task Total Hours Total Fee
1. Project Kickoff 12 $2,600
2. Current State Profile 82 $15,180
3. Process Diagramming 56 $9,840
4. Stakeholder Survey/Focus Groups 38 $6,940
5. Best Practices Assessment 40 $7,410
6. Operational & Org Analysis 76 $15,280
7. Draft & Final Report 86 $16,420
Total 390 $73,670
Travel Expenses $4,830
Total Project Cost $78,500
The following table summarizes our hourly rates by employee classification.
Classification Hourly Rate
Senior Vice President $310
Vice President $240
Manager $175
Senior Consultant $160
Consultant $130
Development Review and Entitlement Processes Consulting Services Proposal Hawthorne, CA Matrix Consulting Group 25
2 Project Schedule
We propose to conduct this engagement over a four-month period. This schedule is based on the City providing data and interim deliverable feedback within two weeks of receipt. We are open to alternative scheduling to best meet the City’s needs.
The following graphic presents or proposed project schedule.
Task June July Aug Sep
1. Project Kickoff
2. Current State Profile
3. Process Diagramming
4. Stakeholder Survey/Focus Groups
5. Best Practices Assessment
6. Operational & Org Analysis
7. Draft & Final Report