Administrative
Report
H.19., File # 23-7381 Meeting Date: 12/19/2023
To: MAYOR AND CITY COUNCIL
From: LUKE SMUDE, ASSISTANT TO THE CITY MANAGER
TITLE
APPROVE AN AGREEMENT WITH MATRIX CONSULTING GROUP, LTD TO CONDUCT AN
ORGANIZATIONAL ASSESSMENT OF THE COMMUNITY DEVELOPMENT DEPARTMENT FOR AN AMOUNT NOT TO EXCEED $74,940 FOR THE TERM DECEMBER 19, 2023 TO JUNE 30, 2024
EXECUTIVE SUMMARY
As part of the FY 2023-24 budget adoption process, the City Council approved Budget Response Report (BRR) #62 funding an organizational assessment of the Community Development Department, which oversees the City’s Planning and Building functions. The assessment is aimed at identifying opportunities for operational improvement that will enhance the services provided to the public.
BACKGROUND
The Community Development Department is committed to enhancing the quality of life of the City’s residents, businesses and visitors, and to promoting a safe, well-designed, physically integrated, livable, and prosperous community. Challenges presented over the past several years, including adaptation to provide services during the COVID-19 pandemic, stressed the Department’s ability to maintain the high level of service expected by the community and commercial stakeholders that live and work in the City of Redondo Beach.
Internally, a great amount of attention has been focused on improving operations within the Community Development Department. While progress has been made, there are still opportunities to enhance service levels moving forward. In order to identify, and act upon, these opportunities, the City Council provided funding to engage an outside consultant to conduct an organizational assessment.
Staff identified multiple firms with the potential to complete the assessment and issued a Request for Qualifications (RFQ) based upon the needs of the Department on September 14, 2023. A total of four responses were received for the RFQ and reviewed by an internal selection panel. The top two firms were then invited to participate in an interview to further discuss their experience, approach, and project team. At the end of the process, Matrix Consulting Group, Ltd (Matrix) was identified as the preferred partner for the City.
Matrix has extensive experience analyzing planning and building functions for other cities in Southern California and came highly recommended from past clients, which include El Segundo, Culver City, Santa Monica, and Beverly Hills. The Matrix study will be completed by a highly qualified project
H.19., File # 23-7381 Meeting Date: 12/19/2023
Santa Monica, and Beverly Hills. The Matrix study will be completed by a highly qualified project team dedicated to developing an in-depth understanding of the City’s unique operational circumstances. Matrix employs a data driven approach that allows issues to be explored in detail to develop recommendations that are clearly understood and can be implemented following the completion of the assessment.
The assessment will be initiated in early January of 2024 and is expected to take approximately four months to complete, at a not to exceed agreement cost of $74,940.
COORDINATION
This report was coordinated between the Community Development Department and the City Manager’s Office.
FISCAL IMPACT
Funds to conduct the study were approved as part of the FY 2023-24 budget adoption process through BRR #62. The BRR authorized up to $100,000 to conduct the organizational assessment.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Matrix Consulting Group, Ltd
· Insurance - Matrix Consulting Group, Ltd
· Budget Response Report # 62, FY 2023-24