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AGREEMENT FOR PROJECT SERVICES
BETWEEN THE CITY OF REDONDO BEACH
AND MATRIX CONSULTING GROUP, LTD
THIS AGREEMENT FOR PROJECT SERVICES (this "Agreement”) is made between the City of Redondo Beach, a chartered municipal corporation ("City") and Matrix Consulting Group, Ltd, a California Corporation (“Contractor" or “Consultant”).
The parties hereby agree as follows:
A. Description of Project or Scope of Services. The project description or scope of services to be provided by Contractor, and any corresponding responsibilities of City or services required to be performed by City are set forth in Exhibit "A”.
B. Term and Time of Completion. Contractor shall commence and complete the project or services described in Exhibit "A" in accordance with the schedule set forth in Exhibit "B".
C. Compensation. City agrees to pay Contractor for work performed in accordance with Exhibit "C”.
* * * * *
GENERAL PROVISIONS
1. Independent Contractor. Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, officer, agent, joint venturer or partner of the City, but rather an independent contractor. This Agreement shall not be construed as a contract of employment. Contractor shall have no rights to any benefits which accrue to City employees unless otherwise expressly provided in this Agreement. Due to the independent contractor relationship created by this Agreement, the City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.
2. Brokers. Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Agreement.
3. City Property. All plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Agreement shall upon request be delivered to the City within a reasonable time, and the rights thereto shall be deemed assigned to the City. If applicable, Contractor shall prepare check prints upon request. Said plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials - 2 -
shall be specific for the project herein and shall not be used by the City for any other project without Contractor's consent. Notwithstanding the foregoing, Contractor shall not be obligated to assign any proprietary software or data developed by or at the direction of Contractor for Contractor's own use; provided, however, that Contractor shall, pursuant to Paragraph 14 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of any such proprietary software or data.
4. Inspection. If the services set forth in Exhibit "A" shall be performed on City or other public property, the City shall have the right to inspect such work without notice. If such services shall not be performed on City or other public property, the City shall have the right to inspect such work upon reasonable notice.
Inspections by the City shall not relieve or minimize the responsibility of Contractor to conduct any inspections Contractor has agreed to perform pursuant to the terms of this Agreement. Contractor shall be solely liable for said inspections performed by Contractor. Contractor shall certify in writing to the City as to the completeness and accuracy of each inspection required to be conducted by Contractor hereunder.
5. Services. The project or services set forth in Exhibit "A" shall be performed to the full satisfaction and approval of the City. In the event that the project or services set forth in Exhibit "A" are itemized by price in Exhibit "C”, the City in its sole discretion may, upon notice to Contractor, delete certain items or services set forth in Exhibit "A", in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor. City shall furnish Contractor, to the extent available, with any City standards, details, specifications and regulations applicable to the Project and necessary for the performance of Contractor's services hereunder. Notwithstanding the foregoing, any and all additional data necessary for design shall be the responsibility of Contractor.
6. Records. Contractor, including any of its subcontractors, shall maintain full and complete documents and records, including accounting records, employee time sheets, work papers, and correspondence pertaining to the project or services set forth in Exhibit "A". Contractor, including any of its subcontractors, shall make such documents and records available for City review or audit upon request and reasonable notice, and shall keep such documents and records, for at least four (4) years after Contractor's completion of performance of this Agreement. Copies of all pertinent reports and correspondence shall be furnished to the City for its files.
7. Changes and Extra Work. All changes and/or extra work under this Agreement shall be provided for by a subsequent written amendment executed by City and Contractor.
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8. Additional Assistance. If this Agreement requires Contractor to prepare plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of this Agreement.
9. Professional Ability. Contractor acknowledges, represents and warrants that Contractor is skilled and able to competently provide the services hereunder, and possesses all professional licenses, certifications, and approvals necessary to engage in its occupation. City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Agreement.
Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession.
10. Business License. Contractor shall obtain a Redondo Beach Business License before performing any services required under this Agreement. The failure to so obtain such license shall be a material breach of this Agreement and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual circumstances without necessitating any modification of this Agreement to reflect such waiver.
11. Termination Without Default. Notwithstanding any provision herein to the contrary, the City may, in its sole and absolute discretion and without cause, terminate this Agreement at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. In the event of any such termination, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; and (2) necessary materials or services of others ordered by Contractor for this Agreement prior to Contractor’s receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, and further provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by the City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to the City. In conjunction with any termination of this Agreement, the City may, at its own expense, make copies or extract information from any notes, sketches, computations, drawings, and specifications or other data, whether complete or not.
12. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Agreement, the City may immediately terminate - 4 -
this Agreement by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided immediately above, provided, however, there shall be deducted from such amount the amount of damages, if any, sustained by the City by virtue of Contractor's breach of this Agreement.
13. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Agreement. Contractor further acknowledges, represents and warrants that Contractor has no business relationship or arrangement of any kind with any City official or employee with respect to this Agreement. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Agreement, all consideration received under this Agreement shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Agreement for one (1) year.
14. Indemnity. To the maximum extent permitted by law, Contractor hereby agrees, at its sole cost and expense, to defend protect, indemnify, and hold harmless the City, its elected and appointed officials, officers, employees, volunteers, attorneys, and agents (collectively “Indemnitees”) from and against any and all claims, including, without limitation, claims for bodily injury, death or damage to property, demands, charges, obligations, damages, causes of action, proceedings, suits, losses, stop payment notices, judgments, fines, liens, penalties, liabilities, costs and expenses of every kind and nature whatsoever, in any manner arising out of, incident to, related to, in connection with or arising from any act, failure to act, error or omission of Contractor’s performance or work hereunder (including any of its officers, agents, employees, Subcontractors) or its failure to comply with any of its obligations contained in the Agreement, or its failure to comply with any current or prospective law, except for such loss or damage which was caused by the sole negligence or willful misconduct of the City. Contractor’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Contractor or Indemnitees. This indemnification obligation shall survive this Agreement and shall not be limited by any term of any insurance policy required under this Agreement.
a. Nonwaiver of Rights. Indemnitees do not and shall not waive any rights that they may possess against Contractor because the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement.
b. Waiver of Right of Subrogation. Contractor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnitees.
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15. Insurance. Contractor shall comply with the requirements set forth in Exhibit "D." Insurance requirements that are waived by the City's Risk Manager do not require amendments or revisions to this Agreement.
16. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Agreement.
17. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Agreement, including without limitation all environmental laws, employment laws, and nondiscrimination laws.
18. Limitations upon Subcontracting and Assignment. Contractor acknowledges that the services which Contractor shall provide under this Agreement are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in the City's sole and absolute discretion. In the event that the City, in writing, approves any assignment or subletting of this Agreement or the retention of subcontractors by Contractor, Contractor shall provide to the City upon request copies of each and every subcontract prior to the execution thereof by Contractor and subcontractor. Any attempt by Contractor to assign any or all of its rights under this Agreement without first obtaining the City’s prior written consent shall constitute a material default under this Agreement.
The sale, assignment, transfer or other disposition, on a cumulative basis, of twenty-five percent (25%) or more of the ownership interest in Contractor or twenty-five percent (25%) or more the voting control of Contractor (whether Contractor is a corporation, limited liability company, partnership, joint venture or otherwise) shall constitute an assignment for purposes of this Agreement.
Further, the involvement of Contractor or its assets in any transaction or series of transactions (by way of merger, sale, acquisition, financing, transfer, leveraged buyout or otherwise), whether or not a formal assignment or hypothecation of this Agreement or Contractor’s assets occurs, which reduces Contractor’s assets or net worth by twenty-five percent (25%) or more shall also constitute an assignment for purposes of this Agreement.
19. Subcontractors. Contractor shall provide properly skilled professional and technical personnel to perform any approved subcontracting duties. Contractor shall not engage the services of any person or persons now employed by the City without the prior written approval of City, which approval may be withheld in the City's sole and absolute discretion.
20. Integration. This Agreement constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or - 6 -
written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the exhibits to this Agreement.
21. Amendment. This Agreement may be amended or modified only by a subsequent written amendment executed by both parties.
22. Conflicting Provisions. In the event of a conflict between the terms and conditions of this Agreement and those of any exhibit or attachment hereto, this Agreement proper shall prevail. In the event of a conflict between the terms and conditions of any two or more exhibits or attachments hereto, those prepared by the City shall prevail over those prepared by Contractor.
23. Non-Exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and City reserves the right to employ other contractors in connection with the project.
24. Exhibits. All exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit "A" which does not pertain to the project description, proposal, or scope of services (as applicable) to be provided by Contractor, or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Agreement.
25. Time of Essence. Time is of the essence of this Agreement.
26. Confidentiality. To the extent permissible under law, Contractor shall keep confidential its obligations hereunder and the information acquired during the performance of the project or services hereunder.
27. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Agreement shall not be considered "third parties."
28. Governing Law and Venue. This Agreement shall be construed in accordance with the laws of the State of California without regard to principles of conflicts of law. Venue for any litigation or other action arising hereunder shall reside exclusively in the Superior Court of the County of Los Angeles, Southwest Judicial District.
29. Attorneys’ Fees. In the event either party to this Agreement brings any action to enforce or interpret this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees (including expert witness fees) and costs.
This provision shall survive the termination of this Agreement.
30. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act - 7 -
are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six (6) months after accrual of the cause of action.
31. Interpretation. Contractor acknowledges that it has had ample opportunity to seek legal advice with respect to the negotiation of this Agreement. This Agreement shall be interpreted as if drafted by both parties.
32. Warranty. In the event that any product shall be provided to the City as part of this Agreement, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets all specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of thirty (30) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
Contractor shall not be liable under this warranty for an amount greater than the amount set forth in Exhibit "C" hereto.
33. Severance. Any provision of this Agreement that is found invalid or unenforceable shall be deemed severed and all remaining provisions of this Agreement shall remain enforceable to the fullest extent permitted by law.
34. Authority. City warrants and represents that upon City Council approval, the Mayor of the City of Redondo Beach is duly authorized to enter into and execute this Agreement on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Agreement on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Agreement on behalf of Contractor.
35. Waiver. The waiver by the City of any breach of any term or provision of this Agreement shall not be construed as a waiver of any subsequent breach.
SIGNATURES FOLLOW ON NEXT PAGE
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IN WITNESS WHEREOF, the parties have executed this Agreement in Redondo Beach, California, as of this 19th day of December, 2023.
CITY OF REDONDO BEACH, MATRIX CONSULTING GROUP, LTD,
a chartered municipal corporation a California Corporation ____________________________ By: _______________________ William C. Brand, Mayor Name:___Richard Brady________
Title: ___President _________
ATTEST: APPROVED:
____________________________ ____________________________ Eleanor Manzano, City Clerk Diane Strickfaden, Risk Manager APPROVED AS TO FORM:
_______________________________
Michael W. Webb, City Attorney
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EXHIBIT "A"
SCOPE OF SERVICES
I. PROJECT
Contractor shall conduct an organizational assessment of Redondo Beach’s Community Development Department including the processes in place, organization structure and staffing to make recommendations to improve existing operations and to ensure the Community Development Department is able to maintain alignment with current and ongoing business, operational, and technological implementation and support needs (the “Project”).
II. CONTRACTOR’S DUTIES
Contractor shall perform the following duties.
A. Task 1 - Project Kick-off Meeting
Contractor shall:
Upon execution of the contract, Contractor’s Project Team shall hold a formal project kick-off meeting with key City and department staff to discuss the parameters and reason for this study. The intent of this 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’s project steering committee and project manager should be established. At this meeting, Contractor shall also establish regular project check-in meetings.
The deliverables for the project kick-off meeting shall be a project contact list, updated project schedule, identification of first round of staff interviews, and preliminary data collection list.
Contractor shall deliver a project initiation meeting that will confirm the project goals, schedule, and a preliminary data collection list.
B. Task 2 - Conduct Internal Stakeholder Meetings and Develop a Current State Assessment
Contractor shall:
1. Evaluate the Community Development Department operations and processes, develop an in-depth understanding of the key issues - 10 -
impacting and shaping service requirements. To develop this perspective, Contractor shall conduct interviews with representatives from each of the relevant divisions, City’s management, appointed/elected officials, and others involved in the processes facilitated by Community Development staff. These interviews shall focus on exploring issues and attitudes in the following areas:
a. Adequacy of service levels, and perceived gaps in existing levels of service.
b. Organizational changes which have been made in the past several years and perceptions of the impacts of these changes.
c. Impact of Covid-19 on the Department’s processes and operations. d. Goals and objectives with regard to the delivery of services in each operational functional area.
e. Adequacy of management systems and technology, and the extent to which managers utilize this information to make meaningful managerial, operational, scheduling and staff allocation decisions. f. Outsourcing philosophy of the City; the services that are currently outsourced and additional candidates.
g. Identification of relevant workload for staff involved in the review process.
2. Contractor shall develop a detailed description of the services provided and facilitated by the Department. Contractor shall focus 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, including the following:
a. The current organization of the development functions including:
1. The structure and functions of each division and unit.
2. The staffing levels of each division.
3. The basic job responsibilities of staff.
b. Documentation of all key operations, including:
1. Service scope and content.
2. How staff are scheduled and deployed.
3. Workload data.
4. Basic service levels.
5. The extent of contracted services by type, size, and cost. c. Documentation of the current technology in use in the Department, including:
1. Current permitting, review, and inspection software systems.
2. Geographical information system.
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3. Information Technology Master Plan.
4. Use of hand-held devices for reporting work in the field.
5. Understand pending technology changes.
d. Documentation of management systems available to support departmental operations, including:
1. Organizational business processes and procedures; and
2. Performance monitoring systems.
e. Document current performance targets related to major services areas within the development review process such as turnaround times for permitting processes, percentage of inspections completed within 24 hours of request, etc.
f. Document the current coordination mechanism and procedures in place to coordinate service delivery among different departments and divisions.
After the initial data collection activities have been completed, the project team shall prepare a summary current state assessment that presents the understanding of the current organization, staffing, and operations related to the services provided by the Department. This current state assessment/profile shall then be presented to the City’s project team for their and staff’s review. Once completed and reviewed, the current state assessment will provide the basis for analysis conducted and completed in subsequent study tasks.
Contractor shall deliver a current state assessment summarizing staffing levels, roles, technology levels, and workload for each development review functional area.
C. Task 3 – Diagram Primary Business Processes Facilitated by the Community Development Department.
During this task, the focus shall be the development of detailed process diagrams for the primary development review, permitting, inspection, and business processes facilitated by the Department. Contractor shall 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 shall clearly display all applicable touch points between the applicant and department/city staff and how technology is integrated into the process.
As a result of this task, the Department shall be provided with detailed process flow diagrams for their primary development processes. These - 12 -
diagrams shall provide both processes. Diagrams shall be utilized to identify potential chokepoints in the process and future recommendations to create a more efficient process for staff and the applicant.
Contractor shall deliver a detailed business process flow diagrams for key business processes facilitated by Community Development.
D. Task 4 – Assess Stakeholder Satisfaction with Services Provided by the Community Development Department
To ensure that the project team has a good understanding of the customer’s perspective of the services provided by the Department, Contractor shall utilize two techniques to obtain input:
1. Conduct an online stakeholder survey of recent applicants to obtain the widest possible input on development review and permitting processes.
This survey shall 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.
2. Conduct three focus groups with prior customers to elicit more detailed and specific information regarding the Department’s processes. Each focus group would consist of individuals who have recently conducted business with the Department as well as representatives from professional trade groups.
Contractor shall deliver a summary of customer feedback from the online survey and focus group meetings identifying key trends and issues related to the Department’s processes and operations.
E. Task 5 – Compare Department Operations to Industry Best Practices The purpose of this task is to evaluate the services provided by the Department related to application review, permitting, and inspection processes, organization, staffing, and operational activities in the context of best management practices in the profession. When conducting the best management practices assessment, each operational area would be assessed against a unique set of management practices. Contractor shall evaluate the programs and practices of the various departments involved in - 13 -
providing services in areas such as staffing, management and strategic planning, processes utilized, employee training, communication, timelines, technology, educational materials, website, etc.
The best practice assessment shall provide an analysis that includes the identification of areas where the Department 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 shall begin to clearly identify major operational issues and shall include preliminary analysis of applicable workload and process data.
Contractor shall deliver an evaluation of Department’s operations and development review practices compared to best practices and a summary of issues identified from this assessment.
F. Task 6 – Conduct Evaluate Development Review Operational Practices, Policies, Technology, Service Levels, Staffing, and Organizational Structure This task involves an evaluation of processes, workload, staff utilization, work practices, technology use, service levels, and organizational structure of the Community Development Department functions. Contractor shall address these issues by employing these approaches:
1. Analyze the various development related work processes. The Contractor’s project team shall 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 plan review, permitting, and inspection processes. This task may result in alternative process approaches that will streamline current review, permitting and inspection processes. As a result, a “to-be” process diagram shall be created for each primary business process. In addition to the proposed “to-be” process diagrams, narrative shall accompany the diagrams to provided context of the proposed changes and the associated operational impacts.
2. Evaluate the adequacy of major work practices utilized by each function. This analysis shall include the review of three years of workload for each development review functional area. Additional analysis shall focus on the identification of opportunities to streamline internal processes and assignments as well as work practices to increase productivity and/or - 14 -
enhance their effectiveness. Also, Contractor shall 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 shall focus on defining specific roles of departments/staff in the processes.
3. Analyze response and review timeliness. The focus of this task is for the Contractor’s project team to conduct an in-depth analysis of response and review timeliness. The Contractor’s project team shall evaluate the previous three year’s workloads to understand processing timelines by permit type. Analysis shall 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, Contractor shall identify where timelines are not in compliance with established performance metrics, adopted local and state ordinance, regulation, or statute, and/or industry best practice. Recommendations may include identification of new performance metrics to align with the City’s service level expectations and resource availability.
4. Evaluate customer service including internal and external customers. The Contractor’s project team shall analyze the level of service provided to both internal and external customers. The project team shall address coordination between departments / divisions related to the development process and approach used for public outreach and education. The analysis shall include an assessment on how to improve coordination and communication between review entities, review of information on the City’s website, and the potential impact of alternative operational approaches for customers. Evaluation shall also include the Department and City’s approach to resolving matters that are escalating to executive and elected leadership.
5. Evaluate current technology systems. This task shall focus on understanding and assessing current technology systems utilized by the City. The Contractor’s project team shall evaluate the current permitting software suite, degree to which GIS is implemented and utilized, how mobile and handheld devices are used in the field (e.g., tablets for inspectors), and the degree to which current systems result in efficient - 15 -
information-sharing and elimination of duplicative input. Contractor shall 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.
6. Evaluate the skill mix of current staff and determine staffing resource needs. The Contractor’s project team shall evaluate the adequacy of staffing levels to conduct historical workload needs. In this assessment, Contractor shall 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. Staffing level analysis shall 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.
7. Assess how the development review functions are organized. The Contractor’s project team shall evaluate the overall plan of organization for the development review functions included in this study. Contractor shall utilize a number of principles in the evaluation of organizational structure including:
a. Does the approach to organizing development foster
accountability?
b. Are supervisory spans of control too broad or too limited? c. Does the structure provide adequate communication and coordination?
d. Are staff empowered to provide better service to the public? e. Determine the organizational for fire prevention services.
The result of this analysis shall be a proposed organizational structure for the provision of services and specific staffing levels to meet service demands.
8. Review facility layout and work areas. In this subtask the Contractor’s project team shall review the current configuration and physical space occupied by the Department. Analysis shall focus on ensuring the design and facility features promotes and efficient, safe, and healthy work area.
Recommendations may focus on identifying opportunities for reconfiguration of both public and staff spaces, layout modifications, and other approaches to efficiently and effectively utilize the current spaces assigned to Community Development.
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9. Analyze hiring, retention, and training practices. The Contractor’s project team shall evaluate current practices associated with the hiring and retention of staff in the Department. It is highly competitive with regard to the hiring and retention of building plan reviewers, inspectors, planners, etc. The public sector must compete not only with other municipalities but with consultants in the private sector. The Contractor’s project team shall review current practices, policies, and procedures to identify opportunities to improve hiring, retention, and training practices of Department staff.
Contractor shall conduct a comprehensive review of the City’s and Department’s training program and how it equips staff with the necessary skill sets to perform their job effectively and efficiently. An evaluation of the training program shall include all aspects of internal and contracted training services.
An additional subtask shall review the City’s and Department’s approach to succession planning. This review shall be part of the review of training and equipping staff to be cross trained and provided opportunity to grow personally and professionally.
Current succession planning efforts shall be reviewed and improvement opportunities shall be identified to ensure that staff are cross trained and equipped to grow in their role and future roles.
At the conclusion of this task, Consultant shall have evaluated all aspects of the Community Development Department’s processes and approaches including operational practices, service levels, technology, workflows, work activities, staffing, and organizational structure to identify improvement opportunities.
At this juncture, Contractor shall be able to thoroughly evaluate the efficiency and performance of current operations. Based on Contractor’s evaluation, Contractor shall determine service improvement opportunities and process changes needed for the provision of development review services.
As part of the analysis, findings, and recommendations completed as part of this task, the Contractor’s project team shall evaluate the fiscal impact to Department operations. Fiscal analysis shall include both the cost saving/incurrence associated with the recommendation implementation.
Contractor shall deliver a summary of the identified improvement opportunities and proposed adjustments in processes, work practices, policies and procedures - 17 -
employed, service levels, technology, customer service, organizational structure, operations, and staffing levels.
G. Task 7 – Develop Draft and Final Reports and Plan for Implementation Once the work tasks noted above have been completed, Contractor’s analysis, findings, and implementation plan shall be compiled into a draft final report. The draft report shall contain the following elements:
a. An executive summary for the project.
b. Final analysis of the stakeholder survey and focus group meeting feedback.
c. Final best practices assessment analysis.
d. Current and “to be” primary business process diagrams. e. Detailed analysis of historic workload trends, performance metrics, and impediments to the current process. Recommendations to improve the current approach to Department operations, and identify improvement opportunity relating to philosophies and commitments, staffing required given these commitments, managerial and operational practices for improved service delivery. f. 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 through creating buy- in from employees who will be directly impacted and tasked with implementation assistance.
The draft report shall be distributed to the project committee for their review. After incorporation of feedback, comments, and edits, the project team shall begin developing the implementation plan. Contractor shall use an interactive and collaborative approach to developing prioritized recommendations and an implementation plan.
a. Contractor’s approach includes allowing staff to review the analysis, findings, and recommendations so that they can understand the challenges and the needs of the organization.
b. Subsequently, an interactive workshop that includes all staff or at a minimum a broad representative group shall be brought together to - 18 -
discuss the findings, recommendations and identified shortfalls to meet the current and future need.
Contractor shall work with staff to develop an internal staff priority list for the most critical changes. After compiling staff’s prioritized recommendation list, the Contractor’s project team shall work with the City’s project work group 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, Contractor shall make revisions, as needed, and finalize the report.
Contractor shall make a presentation of Contractor’s findings, recommendations and implementation plans to City Management and/or City Council.
Contractor shall compile the draft report that includes analysis and recommendations. Contractor shall conduct a workshop with all development review staff to discuss the analysis, findings, and recommendations and to prioritize implementation. Contractor shall develop an implementation plan that includes timeline and responsible party.
III. CITY’S DUTIES
Upon Contractor’s request, deliver documents as described in Section II.B of this Exhibit “A”.
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EXHIBIT "B"
SCHEDULE FOR COMPLETION
TERM. The term of these services shall commence on December 19, 2023 and expire June 30, 2024, unless otherwise terminated herein. The Project is estimated to be completed in four months. However, this timeline may be amended by the City, in its sole discretion.
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EXHIBIT "C"
COMPENSATION
Provided Contractor is not in default under this Agreement, Contractor shall be compensated as provided below.
I. AMOUNT. Contractor shall be paid an hourly rate of $201. In no event shall Contractor’s compensation exceed $74,940.
TASK TOTAL
HOURS
TOTAL
FEE
1. PROJECT KICKOFF 10 $2,180
2. CURRENT STATE ASSESSMENT 74 $14,240
3. PROCESS DIAGRAMMING 70 $11,880
4. STAKEHOLDER SURVEY/FOCUS GROUPS 38 $6,800
5. BEST PRACTICES ASSESSMENT 46 $8,560
6. OPERATIONAL & ORG ANALYSIS 72 $13,900
7. DRAFT & FINAL REPORT 62 $12,280
TOTAL 372 $69,840
TRAVEL EXPENSES $5,100
TOTAL PROJECT COST $74,940
II. METHOD OF PAYMENT. Contractor shall provide monthly invoices indicating the following items.
A. Date of service.
B. Description of task performed.
C. If applicable, task number.
D. Hourly rate.
E. Number of hours worked.
F. Subtotal amount charged per date
G. Total amount charged.
Invoices must be itemized, adequately detailed, based on accurate records, and in a form reasonably satisfactory to City. City may reasonably request Contractor to provide back-up material.
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III. SCHEDULE FOR PAYMENT. City agrees to pay Contractor within forty five days of City’s receipt of Contractor’s invoice; provided, however, that, services are completed to the City's full satisfaction.
IV. NOTICE. Witten notices to City and Contractor shall be given by email, or registered or certified mail, postage prepaid and addressed to or personally served on the following parties.
Contractor: Matrix Consulting Group, Ltd
1650 S. Amphlett Blvd, Ste 213
San Mateo, CA 94402-1234
Attention: Richard Brady
Email: [email protected]
City: City of Redondo Beach
City Manager’s Office
415 Diamond Street
Redondo Beach, CA 90277
Attention: Luke Smude
Email: [email protected]
All notices, including notices of address changes, provided under this Agreement are deemed received on the third day after mailing if sent by registered or certified mail or the next business day if sent by email. Changes in the respective address set forth above may be made from time to time by any party upon written notice to the other party.
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EXHIBIT “D”
INSURANCE REQUIREMENTS FOR CONTRACTORS
Without limiting Contractor’s indemnification obligations under this Agreement, Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, or employees.
Minimum Scope of Insurance
Coverage shall be at least as broad as:
Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).
Workers’ Compensation insurance as required by the State of California.
Employer’s Liability Insurance.
Minimum Limits of Insurance
Contractor shall maintain limits no less than:
General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. The general aggregate limit shall apply separately to this project.
Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
Employer’s Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers or (2) the Contractor shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.
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Other Insurance Provisions
The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Endorsement:
General Liability: The City, its officers, elected and appointed officials, employees, and volunteers shall be covered as insureds with respect to liability arising out of work performed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance, or as a separate owner’s policy.
Automobile Liability: The City, its officers, elected and appointed officials, employees, and volunteers shall be covered as insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor.
For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance as respects the City, its officers, elected and appointed officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.
Each insurance policy shall be endorsed to state that the inclusion of more than one insured shall not operate to impair the rights of one insured against another insured, and the coverages afforded shall apply as though separate policies had been issued to each insured.
Each insurance policy shall be in effect prior to awarding the contract and each insurance policy or a successor policy shall be in effect for the duration of the project.
The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract on the Contractor’s part.
Acceptability of Insurers
Insurance shall be placed with insurers with a current A.M. Best’s rating of no less than A:VII and which are authorized to transact insurance business in the State of California by the Department of Insurance.
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Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on the City authorized forms provided with the contract specifications. Standard ISO forms which shall be subject to City approval and amended to conform to the City’s requirements may be acceptable in lieu of City authorized forms. All certificates and endorsements shall be received and approved by the City before the contract is awarded. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time.
Subcontractors
Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
Risk Management
Contractor acknowledges that insurance underwriting standards and practices are subject to change, and the City reserves the right to make changes to these provisions in the reasonable discretion of its Risk Manager.