QUESTIONS?
Agenda Item #12.1.
Dear Councilmembers,
On behalf of the St. Helena Chamber of Commerce Board of Directors, we are writing to provide a critical update on the ongoing contract discussions with the City.
On Monday, June 2, the Chamber submitted a formal response to the City’s latest counteroffer—an offer that mirrored the proposal presented during the May 13 Council meeting. Per Council’s direction at that meeting, the Chamber entered into continued negotiations in good faith, especially after hearing strong public support for maintaining the City’s contribution at $175,000. As you know, there were 150 letters signed for support of this.
Unfortunately, the counteroffer remained unchanged. This was disappointing.
For the record, prior to the May 13 council meeting, the Chamber voluntarily proposed a $25,000 reduction to demonstrate goodwill and sensitivity to the City’s financial situation. That offer was declined, and we were told to accept a $50,000 reduction or face a proposal of $100,000 reduction instead. This occurred in the last council meeting.
In response, the Chamber submitted a detailed letter to the City outlining our position:
• The Chamber continues to manage the City’s Welcome Center in good faith—a responsibility we assumed years ago at the City’s request as a partnership. We split the cost. The Chamber implements the operations.
• While the lease for the Welcome Center is in the Chamber’s name, it was entered into with the clear mutual understanding that the City would share equally in the investment.
• Visit Napa Valley contributes $30,000 annually to help with Welcome Center costs, and the remaining balance is split between the City and the Chamber.
At this point, with such a drastic financial proposed cut, we are no longer discussing a broader destination marketing contract. Rather, we are negotiating terms for the Chamber to continue operating the City’s Welcome Center. Given the City’s financial position, we respectfully proposed the following to the City Manager:
• Annual Contribution: Reduce the City’s funding from $175,000 to $160,000 for the remaining two years of the Welcome Center lease—consistent with our prior verbal agreement. Should this be approved, the Chamber will fully fund the installation of the holiday Wine Barrel Tree without additional City support. • Optional Add-On Initiatives (City-Funded):
Agenda Item #12.1.
o $XXXXX+ – Co-funding the Wine Barrel Tree (if the City wishes to contribute). o $XXXXX+ – Destination marketing campaigns focused exclusively on hotels within City limits, aligning with TOT priorities. We will no longer include the one previously advertised property located outside city limits.
We also respectfully requested that the City update the name of the budget line item currently labeled “Chamber of Commerce Funding” to “Destination Marketing / City Welcome Center.” This clarification more accurately reflects the City’s financial support of a public-facing visitor resource, not simply a contribution to the Chamber. Updating the description would provide better clarity to the public. The city is not funding the Chamber. The city is helping to fund a City Welcome Center at this level of contribution with the Chamber’s operational and financial support.
We believe our response honors the mutual commitment to the Welcome Center that was made prior to current City leaders’ tenure. With two years remaining on our lease, honoring this verbal agreement is critical to sustaining services that benefit our local businesses and visitors.
Following our written response, we met with the City Manager on June 5. While we appreciated the opportunity, the conversation felt one-sided. The Chamber remains willing to compromise, but we are discouraged by the apparent dismissal of long-standing commitments and the time invested in negotiations that we will have to repeat in less than a year. This cycle hampers longterm planning and strains all parties involved.
Current Proposal from the City Manager:
• A one-year contract for FY 25–26 at $125,000.
• The expectation that the Chamber will fundraise to cover the holiday Wine Barrel Tree.
We went into the meeting with the understanding both parties would work to raise funds for the tree. We were told NO by the City Manager.
In this scenario, the entire $125,000 would be directed solely to the City’s share of Welcome Center operations. Other destination marketing would be fully funded by the Chamber (which is how it has mainly been the last 2 years with your previous cut). If Council supports this option, it is critical to understand:
1. The Chamber would absorb the $35,000 gap between the City’s proposed contribution and the actual Welcome Center costs.
2. The Chamber cannot guarantee the Wine Barrel Tree’s installation under these conditions. In the last two years, the Chamber was able to successfully install the tree, but now, having to cover more of the costs of the City Welcome Center, it may not be possible.
3. The Chamber was informed by the City Manager that the City would not participate in fundraising efforts for the Wine Barrel Tree.
Agenda Item #12.1.
4. The City will not approve the clarification of the budget line item language, as requested.
This represents a significant decrease in the City’s investment in its own Welcome Center.
Without further fundraising support, the Wine Barrel Tree—a beloved tradition—may not be feasible this year. Historically, the Chamber has been proud to partner with the City to fund this project. However, the last two years, with the previous funding cut from the City, the City removed their holiday contribution and the Chamber paid for the tree. We are happy to fund this project, but we must reevaluate in light of the proposed cuts. It is also unreasonable to ask the business community to shoulder the cost again, as they partnered on sponsorships last year to help make it happen. The business community is hurting with tourism down. They need our support. We are committed to doing our best with limited funding. Maintaining a robust marketing strategy must remain our top priority for the benefit of local businesses, residents, and the City itself. Accomplishing this with diminished funding is increasingly difficult.
It’s important to note that the Chamber is currently stretched beyond its financial capacity and has been forced to draw from our destination marketing budget to cover shared costs.
This is not sustainable. Our destination marketing budget is essential for driving Transient Occupancy Tax (TOT) revenue through targeted advertising campaigns, and continued diversion of these funds puts that critical revenue at risk. We will not be able to do this much longer. We need to reevaluate this “partnership”.
Lastly—and most importantly—during our June 5 meeting with the City Manager, we were informed that the June 10 Council meeting would not include specifics of the contract due to timing (that it was “too late” - exact words), and that detailed discussion would take place at the June 24 meeting. We were told that the 24th would be our opportunity to speak directly with Council to go over details of the contract and could do a presentation. While that may still be true, the reality is that the budget is scheduled for approval June 10th, and this is also a critical time for Council to hear from us. When we saw the revised funding amounts listed on the June 10 agenda and noticed the line item included without prior notice, it felt disingenuous.
It was NOT too late. This inconsistency has created confusion and gives the appearance of a lack of transparency—something we are working hard to avoid.
We remain eager for genuine collaboration with Council and hope today’s meeting provides the opportunity to engage with you directly—the decision-makers—before any final decisions are made. Thank you for your continued partnership. We welcome the chance to find a solution that reflects our shared commitment to the success of the Welcome Center and the greater St.
Helena community.
Warm regards,
The St. Helena Chamber of Commerce Board of Directors
Agenda Item #12.1.
Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Administration
DATE: June 10, 2025
FROM: Andrew Bradley, Program Manager
SUBJECT: Approval of Resolution Authorizing the City Manager to Execute Professional Services Agreement with Matrix
Consulting Group for an Efficiency and Business
Transformation study in an amount Not-To-Exceed
$90,960.
RECOMMENDED
ACTION:
Adopt a resolution authorizing the City Manager to execute a professional services agreement with Matrix Consulting Group to conduct the City’s Efficiency and Business
Transformation Study, in an amount not-to-exceed
$90,960.
PREVIOUS COUNCIL
ACTION:
On January 14, 2025, Council Member Barak proposed,
and the City Council supported an agendized discussion to reduce costs through optimization and modernization.
On January 28, 2025, the City Council was presented with a staff report listing actions staff had already undertaken to enhance efficiency and improve processes, as well, staff recommended that the city utilize the services of a
consultant to explore additional opportunities for efficiency and business transformation.
https://sthelena.civicweb.net/document/265031
STATEMENT OF THE
PURPOSE:
The purpose of this item is to authorize the City Manager to execute a professional services agreement with Matrix Consulting Group to conduct a citywide Efficiency and
Business Transformation Study.
FINANCIAL IMPACT: The total financial impact is $90,960, which is available in the existing General Fund budget in GL Account 101-42-
00-21-45.
BACKGROUND:
The City of St. Helena released a Request for Proposals (RFP) on March 28, 2025 seeking qualified consultants to conduct an Efficiency and Business Transformation Study. The objective of this initiative is to assess internal business processes, identify opportunities to improve service delivery, enhance the resident experience, reduce inefficiencies, and evaluate staffing, technology use, and organizational structure across all non-public safety departments. The outcome will be a strategic roadmap for Agenda Item #13.1.
modernizing service delivery, improving customer experience, and ensuring the effective and efficient use of City resources.
The study is a key priority for aligning resources with community expectations and fiscal realities, particularly as the City continues to address long-term fiscal sustainability.
DISCUSSION:
The City received seven (7) proposals by the submission deadline of April 25, 2025. A review panel composed of staff and Council-appointed evaluators assessed the written proposals using criteria outlined in the RFP, including:
Relevant experience and qualifications
Understanding of project scope
Proposed methodology and approach
Value and cost-effectiveness
Clarity of deliverables and timeline
Following the initial evaluation, three (3) finalist firms were invited to participate in panel interviews conducted on May 22 and May 28. Interview questions focused on the firm’s approach to organizational analysis, technology assessment, and capacity to deliver actionable recommendations suited to a small, full-service city like St. Helena.
After a thorough evaluation process, the panel unanimously recommended Matrix Consulting Group for contract award based on the following strengths:
Demonstrated success conducting transformation studies in similar-sized municipalities
A thoughtful and phased methodology that balances efficiency, service quality, and fiscal discipline
A well-qualified, multidisciplinary team with expertise in municipal operations, organizational development, and digital modernization
Strong references and evidence of measurable outcomes in past projects Pending Council approval, the selected consultant will begin work on July 1, 2025, with preliminary findings expected in late 2025 or early 2026.
ENVIRONMENTAL REVIEW:
None.
GOAL:
Goal 1: Strengthen Financial Sustainability
Goal 7: Enhance Organizational Effectiveness
DOCUMENTS ATTACHMENTS:
Matrix Group_ St. Helena eProposal_MatrixCG
RFP - Efficiency and Business Transformation FINAL 03.27.25 Agenda Item #13.1.
2024 Template Professional Services Agreement - Efficiency and Business Transformation Study Matrix Consulting Group - signed
Resolution - PSA Matrix Consulting Group for Efficiency and Transformation Study Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY
MATRIX CONSULTING GROUP
ST. HELENA, CALIFORNIA
PROPOSAL TO CONDUCT AN
EFFICIENCY AND BUSINESS
TRANSFORMATION STUDY
APRIL 25, 2025
Agenda Item #13.1.
MATRIX CONSULTING GROUP
1875 S Grant Street, Suite 960
San Mateo, CA 94402
650-858-0507
Erika Opp, Administrative Analyst
City of St. Helena
1088 College Avenue
St. Helena, CA 94574
Dear Ms. Opp:
Matrix Consulting Group, Ltd. is pleased to present this proposal to conduct a comprehensive efficiency study across all non-public safety departments for the City of St. Helena. Our proposal is based on our review of the RFP and our prior experience providing similar consulting services in California and throughout the country. We offer public organizations comprehensive assessments to align services, technology, and organizational structure, resulting in easier and more efficient ways for residents to access services and conduct business with the City.
Our qualifications to work with the City on this project include:
• A Focus on Local Government Consulting: Our market and service focus is assisting public sector entities, primarily local governments, with operational, organizational, staffing, and efficiency assessments.
• Extensive Experience in California and Nationally: Since our incorporation in 2003, the firm has conducted over 100 organization-wide and 1,800 studies of individual local government departments.
We have conducted hundreds of studies for clients throughout California. Current and recent clients include Napa and Napa County, Calistoga, Sonoma, Sonoma County, and Santa Rosa. • Tailored Services to Meet Your Unique Organizational Needs: We understand that each municipal organization has a unique organizational culture, service portfolio, and expectations regarding service levels. As a result, we develop a highly customized approach to providing services to each client designed to support and advance your goals and objectives. • A Highly Experienced Analytical Team: We have proposed a team that includes members who have previously served in local government in executive management roles and career consultants with experience performing dozens of similar efficiency studies for local government.
As the firm’s President, I am authorized to represent the firm contractually and execute any service agreement. I can be reached at the address and phone number below, or at [email protected].
ALAN D. PENNINGTON
President, Matrix Consulting Group, Ltd.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY
MATRIX CONSULTING GROUP
FIRM BACKGROUND AND EXPERIENCE 1
APPROACH AND METHODOLOGY 4
SCHEDULE AND DELIVERABLES 12
TEAM AND QUALIFICATIONS 13
COST 23
REFERENCES 24
TABLE OF CONTENTS
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 1
This section of our proposal provides an overview of our firm’s history, service areas, and experience.
ABOUT MATRIX CONSULTING GROUP, LTD.
Matrix Consulting Group, Ltd. is a management consulting firm that provides quality analytical, evaluation, support, and training assistance to public sector entities. Our firm is summarized as follows:
• We were incorporated in 2003 in the State of California. Our headquarters are in San Mateo with a satellite office in Irvine. We have regional offices in Charlotte (NC), Dallas (TX), Edwardsville (IL), the Tampa (FL) area, Portland (OR), and Nova Scotia, Canada. • Since our founding, we have worked with over 1,800 public sector entities, evaluating the effectiveness of organizational structures, streamlining business processes to increase efficiency, evaluating service delivery approaches, ensuring function alignment for enhanced interdepartmental collaboration, and developing appropriate resources and staffing allocations. • We employ 31 full-time and seven part-time highly experienced management consultants who specialize in public sector management consulting. We have subject matter experts in virtually all major functional areas of operations, including administrative, public works, planning and building services, community services, and other non-safety functions.
SERVICE AREAS
Our firm provides a full range of services to public sector organizations. The following table outlines the core services provided by our firm:
Law Enforcement Financial Services Fleet Management
Staffing analysis Cost allocation plans Utilization reviews Patrol scheduling and deployment Cost of services Fleet replacement planning Patrol beat redesign User fees Fleet asset management
Community policing Development impact / Nexus Maintenance operations Management studies Billable/hourly rates Sustainability Amalgamation feasibility Technology
Contract compliance audits Community Development
Overtime audits Permit streamlining Parks, Recreation and Libraries Projections and growth impact Organization and staffing Master and strategic planning Permitting software decisions Staffing and program analysis Fire and EMS Customer service Customer service
Master and strategic plans Park condition assessments
Station location planning Administrative
Staffing analysis Organizational assessments Citywide and Countywide Scheduling and deployment Staffing analysis Organizational assessments Standard of coverage Strategic planning Strategic planning Amalgamation feasibility Shared services analysis Staffing analysis Management studies Compliance audits Management analysis Contract compliance audits Information technology Customer service Process improvement Shared services
FIRM BACKGROUND AND EXPERIENCE
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 2
Emergency Communications Public Works and Utilities Higher Education Staffing analysis Organizational assessments Administrative services Consolidation feasibility Staffing analysis Campus security Implementation assistance Infrastructure assessments Organization and staffing Implementation assistance Sustainability University-city contract services
RELEVANT EXPERIENCE
Since 2003, we have conducted over 100 organization-wide assessments and over 1,800 departmental studies. Examples of relevant projects are listed below.
ORGANIZATION-WIDE ASSESSMENTS
Representative clients include:
Albuquerque, New Mexico
Augusta, Georgia
Barstow, California
Brattleboro, Vermont
Coventry, Rhode Island
Corp. for Public Broadcasting
DeKalb County, Georgia
Dunedin, Florida
Deltona, Florida
Franklin Township, New Jersey
Grand County, Utah
Gulf Shores, Alabama
Half Moon Bay, California
Jefferson City, Missouri
Joplin, Missouri
Monroe County, Michigan
Montgomery County, Maryland
Monrovia, California
Mount Lebanon, Pennsylvania
Orland Park, Illinois
Orting, Washington
Palos Verdes Estates, California
Portage, Michigan
Rancho Mirage, California
Rancho Palos Verdes, California
Roseville, California
Salt Lake County, Utah
Schertz, Texas
St. Cloud, Florida
Sunnyvale, California
Takoma Park, Maryland
Tigard, Oregon
Vermont Secretary of State
Details about any project listed above are available upon request.
We are currently conducting similar business process and efficiency studies in El Monte and Oceanside (CA), Fort Collins (CO), and Redmond (WA).
DEPARTMENT-SPECIFIC STUDIES
As noted above, in addition to our numerous organization-wide studies, the firm and project team have conducted 1,800 stand-alone studies of specific local government functions focused on developing efficient service delivery models. Representative projects in major service areas are listed below, with many in California.
Functional Area Client Functional Area Client
Administrative
Services
Irvine (CA)
Milpitas (CA)
Montgomery County (MD)
Information
Technology
Brea (CA)
Riverside (CA)
Salt Lake City (UT)
Community
Development
Redwood City (CA)
Riverside (CA)
Santa Rosa (CA)
Parks and
Recreation
Bellflower (CA)
Milpitas (CA)
Seattle (WA)
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 3
Functional Area Client Functional Area Client
Finance / Purchasing Albany (CA)
Greeley (CO)
Pasadena (CA)
Public Works /
Fleet / Utilities
Stockton (CA)
Vacaville (CA)
West Sacramento (CA)
Human Resources Palo Alto (CA)
Riverside (CA)
San Joaquin Rail Auth. (CA)
City Clerk/
City Attorney
San Clemente (CA)
San Luis Obispo (CA)
Santa Monica (CA)
These are representative examples of our experience working in select service areas. Details about any project listed above are available upon request.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 4
This section of the proposal provides an overview of our project understanding, approach to providing consulting services, and a proposed task plan.
PROJECT UNDERSTANDING
St. Helena is undertaking this assessment to proactively evaluate its processes and technology utilization and align service levels and resource needs. This study is intended to ensure that the City’s current business processes are efficient and effective and that staff are equipped with appropriate technology to provide a high level of service to the community. The outcome of this engagement will be improved service access for residents and the business community.
This study will develop a strategic plan for the City to holistically identify workforce and technology needs, align service expectations and staffing resources, and enhance internal and external service delivery approaches. The study’s results will guide operational and organizational improvements in the near and long term. A comprehensive review of the City’s service delivery model, processes, technology, service optimization, and cost reduction (where applicable) will be identified. The goal of this study is to identify opportunities for enhanced efficiencies while maintaining a desired service level.
SERVICE DELIVERY PHILOSOPHY
Our philosophy in providing consulting services is to provide a customized approach to address our clients’ unique issues and needs in a fact-based manner, utilizing our proven methodologies and analytical approaches, as summarized in the following graphic:
APPROACH AND METHODOLOGY
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 5
Our place in the government consulting industry is based on our experience, analytical, and inclusive approaches.
PROJECT MANAGEMENT AND QUALITY CONTROL
We strongly believe in effectively managing each consulting engagement and utilizing formal project management techniques in our studies. These techniques include:
• Use project management software to create timelines, track utilization, and communicate. • Expectations and results of the project team and clients are managed weekly by developing and utilizing formal project schedules and reporting tools. • All project work activities are defined in advance and tied to each project team member, deliverables, schedule, and budget.
• The project manager and lead analysts develop general and project-specific data collection plans and interview guides for all our staff.
• At project initiation, we will establish a series of progress meetings with the project steering committee and other key stakeholders as needed to review interim deliverables and findings as they are developed. This collaborative approach throughout the engagement ensures that there are no surprises and works to maximize buy-in at all levels.
• The project manager designs and personally reviews all interim and final products before they are delivered to the client.
These project management approaches have resulted in all our projects being delivered at a high level of quality and on time. All our projects are completed within budget – we have never asked for additional A principal of the firm is involved in every aspect of each study. For this engagement, Aaron Baggarly, AICP, will serve as the project manager.
We approach our projects by gaining a firm grounding in formal and factbased analytical methodologies.
Our projects are characterized by extensive input and interaction between the consultants and our clients’ staff, management, and policy makers.
We recognize that successfully serving clients requires more than simply providing the right answers. We provide practical solutions for implemention.
We engage regularly with our clients to ensure that the project remains on time, the schedule is maintained, and we are accessible when needed.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 6
budget to complete the proposed scope of work. We are known for the depth and insight of our analysis and our client responsiveness.
TASK PLAN
The following task plan summarizes the proposed approach to providing services to St. Helena on this engagement.
TASK 1: INITIATE THE PROJECT AND DEVELOP A CURRENT STATE PROFILE.
To fully provide services to the City, we need to quickly develop an understanding of the key issues impacting and shaping service requirements for the community and an in-depth knowledge of the current organizational structures, staffing allocations, and service delivery approaches in place. To fully develop our understanding, we will accomplish the following work steps, among others:
• Meet with the City Manager to discuss the project, initiate and refine specific project tasks, and establish a schedule for the engagement.
• Conduct individual interviews with City Council members, if desired, to identify the challenges facing the City and to understand established priorities.
• Interview department heads and division managers to gain insight into the organization's existing plans and key organizational and operational issues facing each functional area. The purpose is to understand the current processes, service levels, staffing, and organizational issues. • Review available information, including mission statements, budgets, workload data, job descriptions, SOPs, and other documents that provide insight into each department’s service delivery approaches, key performance indicators, regulatory constraints, and operational practices. • Understand staffing and responsibilities in each function. Document staffing trends and identify gaps, if any, in key service areas and skill sets.
• Develop an understanding of the scope of the programs and services for each department/division under review, including historical, current, and projected workloads, resource allocation, and service levels for each department/division to be reviewed.
• Classify each current service provided and associated service levels as either a core/required service (one that the City is required to perform by regulation or ordinance) or a discretionary service. This documentation will be utilized in future analytical tasks to develop alternatives. • Develop process diagrams and workflows for major processes to document the existing approaches currently in place.
• Document the major software and technology employed throughout the City and develop an understanding of the current utilization levels.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 7
Once these efforts have concluded, the project team will develop a current state profile.
TASK 2: EMPLOYEE SURVEY
The project team believes that gathering input from all employees in studies focusing on developing the organization's future state is essential. This approach also increases staff buy-in for the engagement.
Input obtained through interviews will be supplemented through an online anonymous survey to give everyone in the departments included in the scope of this study the opportunity to participate. The survey will be conducted electronically using SurveyMonkey, distributed to all employees within the functional areas under review, and designed to ensure the anonymity of all respondents.
The use of an employee survey would enable the project team to develop an understanding of the current organizational culture, communications, level of support provided by internal service functions, level of interaction between departments, workplace attitudes, opportunities for alternative service delivery approaches, potential necessary staffing modifications, and changes in technology, tools or processes that would increase the efficiency and effectiveness of staff work efforts. This survey would also solicit input regarding functions that collaborate frequently and depend on other departments for service delivery to understand inter-departmental coordination issues and the potential for realignment or reallocation of tasks for efficiency.
The results will be tabulated into an analysis that examines key findings and differences in perception among different groups.
TASK 3: SERVICE DELIVERY AND EFFICIENCY IMPROVEMENTS
To address the challenge of sustaining fiscal responsibility while maintaining high service levels, the City must implement strategic measures focusing on efficiency and effectiveness. This task aims to evaluate different methods of service delivery and service levels to identify potential efficiencies and improvements, as well as any associated cost savings these changes may bring.
TASK RESULT
The project team will develop a current state profile of the staffing, workload, performance goals, operations, and organizational structures of the departments reviewed.
TASK RESULT
An anonymous online employee survey will be distributed to employees, offering everyone the opportunity to provide input to the study. The responses will be tabulated, and the key findings and conclusions will be summarized in an analytical report.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 8
Areas to be assessed during this task include the following:
ADEQUACY OF WORK PRACTICES
They analysis will focus on identification of opportunities to streamline work practices to increase utilization levels and/or reduce staffing requirements. Through the analysis of major work practices, the consulting team will determine:
• The frequency of various work tasks now performed is necessary or can be reduced. • Opportunities to streamline work practices to increase utilization, enhance operational efficiency, and/or reduce staffing requirements.
• The skill mix for positions can be improved.
The project team will develop ‘as is’ and recommended 'to be' process diagrams that show how changes in procedures or work practices could be implemented to increase efficiency, reduce bottlenecks, enhance technology utilization and streamline operations.
SERVICE LEVELS
Develop recommended service level options for each function that reflect a base (or required service level), the existing service level (if different) and a best practices service level (if one is supported by industry standards) and/or an enhanced service level. These service levels will show the resources and/or staffing requirements necessary to support each service level.
The project team will provide a recommended service level, based on analysis, suitable for the City based on unique service needs of the community and financial resources available.
SERVICE DELIVERY APPROACH
Develop a summary of the current approach utilized to provide services (in-house, contracted, shared service, privatization) and any alternatives in the local market for providing the service in an alternative manner.
The analysis will also include an assessment of the operational efficiency and costeffectiveness of alternative approaches under consideration. This analysis will also take responsiveness and level of service considerations.
KEY PERFORMANCE INDICATORS
Recommended performance indicators for the function under review. Where feasible, the recommended indicators will focus on the service's outcomes rather than outputs to provide more meaningful context and usability.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 9
USE OF TECHNOLOGY
Identify whether appropriate technology is in place to support service delivery and whether existing technology is being effective and fully utilized. This review will build upon the technology inventory developed in Task 1 and will analyze whether there are duplicative systems in place across departments, whether the ERP and available modules are fully implemented and any gaps that exist in technology needs.
We will highlight functionality of current technology that is not utilized, or not fully utilized, that should be implemented to further automate processes to increase efficiency and reduce manual processing. Where gaps exist, we will recommend specific types of software or technology to address the gap and highlight the service impacts from implementation.
This analysis will lead to recommendations to streamline services and provide direction on the most effective method of delivering services.
TASK 3: ORGANIZATIONAL STRUCTURE AND STAFFING ANALYSIS
This work task will analyze the staffing and organizational needs for the departments included in this study. The project team will review each department's current workload and service level expectations and identify the staffing needs (in-house and contracted). The analysis in this task will include the following elements:
WORKLOAD AND STAFFING ANALYSIS
Analyze current workload and apply industry benchmarks and time requirements to identify the staffing resources to meet service level expectations.
Review current staffing allocation to align appropriate employee classifications to the work activity). This will include full and part time positions.
Will staffing allocations need to be adjusted for future needs? What additional staffing is required to implement desired programs or services (such as an enhanced strategic planning, communication, and organizational culture focus)?
TASK RESULT
The project team will develop an interim report that provides opportunities to realign services or service delivery, establish key performance indicators, and enhance the use of technology in the functional areas.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 10
ORGANIZATIONAL RESPONSIBILITY AND STRUCTURE
Are services/functions appropriately located in the organization, or should restructuring occur to increase collaboration and service delivery?
Are there gaps or overlapping or duplicated services?
Is the organizational structure too “tiered” or too “flat” in management staffing? Are functions placed too high or too low in terms of their importance?
SPANS OF CONTROL
Are spans of control for executive, management, supervisory, and lead personnel appropriate, or should they be modified?
Are there any modifications needed in operational practices, technology, or other service delivery methods to implement the proposed span of control? This task will result in developing a workload and staffing analysis and recommending an organizational structure to ensure consistency and enhance service throughout the city. Preliminary recommendations will be provided to the City’s project steering committee for review.
TASK 4: FISCAL EFFICIENCY REVIEW
In this task, the project team will build upon the analysis, findings, and recommendations made in Tasks 2 and 3. The project team will review the following areas to identify potential cost saving measures:
• Review approaches to the City’s budgeting process to identify opportunities for improvement and alignment with best practices.
• Evaluate past revenue and expenditure trends.
• Cost recovery levels for services that can charge fees, the City’s policies for fees, additional fees that are possible, and the fees for those in place.
• Analyze approaches to asset planning and management.
The project team will conduct a fiscal analysis of each recommendation to supplement the subtasks listed above. This analysis will include identifying one-time and recurring costs/savings.
TASK RESULT
The project team will develop an interim report that provides a comprehensive analysis of the organizational, management, and staffing needs of the departments under review.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 11
After this task, the project team will provide a fiscal efficiency review of current approaches and the financial impact of each recommendation.
TASK 5: DRAFT AND FINAL REPORTS AND IMPLEMENTATION PLAN The draft report combines the analytical steps and interim deliverables into one document, including recommendations for each department covered in the study. The recommendations made as part of the study must be specific, measurable, prioritized, and associated with a detailed and comprehensive timeline for implementation. We provide a detailed implementation as part of all our studies.
The draft and final report will include the following elements:
• An executive summary that summarizes the major findings of the study. • A description of the study methodology.
• A detailed evaluation of each function under review with clear recommendations regarding:
o Staffing and operations
o Process improvement
o Technology utilization
o Financial efficiency
• A detailed implementation plan that the City can use to guide organizational changes over the foreseeable future. The implementation plan will assign each recommendation a priority, timeline, and champion (lead entity). A fiscal analysis will be completed for each recommendation to identify the savings or costs associated with each recommendation. The implementation plan will provide a roadmap to the organization’s transformation.
The draft report will be reviewed with the project steering committee and any key stakeholders identified throughout the study. Once this review is completed, the project team will review all comments received, edit and finalize the report, and present the final report to the City leadership team and elected officials.
TASK RESULT
A comprehensive fiscal efficiency analysis for current approaches, policies, and processes and identification of the fiscal impact of each study recommendation.
TASK RESULT
The project team will develop a draft final report that builds upon all interim deliverables to provide a comprehensive analysis of the organization and a plan for implementation.
Following a process of review and revisions, we will be available to present to the City.
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 12
We propose to conduct this study over months, as outlined in the following table.
Task July Aug Sep Oct Nov
1. Current State Profile
2. Service Delivery Evaluation
3. Organizational Structure and Staffing Analysis
4. Fiscal Efficiency Review
5. Report and Implementation Plan
We can begin work within two (2) weeks of a notice to proceed. This timeline can be adjusted based on City staff priorities, preferences, and availability.
SCHEDULE AND DELIVERABLES
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 13
We are proposing a highly qualified team of consultants, all of whom are full-time employees of Matrix Consulting Group. The chart below shows the reporting structure and roles.
The following table summarizes the areas of expertise for each team member, with resumes following.
Employee / Title Primary Area(s) of Expertise
Aaron Baggarly, Vice President Building, Planning, Code Enforcement David Branch, Senior Manager Administrative Services, City Clerk Chas Jordan, Manager Public Works, Parks & Recreation, Asset Management Allyson Brekke, Manager Community and Economic Development, Housing Amy Mabey, Manager City Manager, Finance/Utility Billing, HR William Haight, Senior Consultant Information Technology Joe McDonald, Senior Consultant HR, Community Services, Process Improvement Megan Young, Senior Consultant Community Services, Parks & Recreation, Public Works Jaymee Westover, Senior Consultant Cost of Service, User Fees, Finance Aaron Baggarly
Vice President
Project Manager
Chas Jordan
Manager
Service Analyst
Allyson Brekke
Manager
Service Analyst
Amy Mabey
Manager
Service Analyst
David Branch
Senior Manager
Service Anlayst
Joe McDonald
Senior Consultant
Service Analyst
William Haight
Senior Consultant
IT Analyst
Megan Young
Senior Consultant
Service Analyst
Jaymee Westover
Senior Consultant
Financial Analyst
TEAM AND QUALIFICATIONS
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 14
Aaron Baggarly is the lead analyst on development review, permitting, and inspection related engagements. Prior to joining the firm, he was the Planning and Development Director in Stillwater, Oklahoma. • Completed over 50 studies for municipal development operations, including: analysis of planning, building, and code enforcement, 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 as Chair of his local Board of Adjustment.
EXPERIENCE HIGHLIGHTS:
ST. PETERSBURG: MANAGEMENT EVALUATION OF THE
DEVELOPMENT SERVICES DEPAETMENT
Aaron led the firm’s comprehensive evaluation of the City’s development review and permitting operations. Key recommendations focused on:
• Identified technology improvements to streamline the customer portal, internal workflows, and roles in the permit review process. • Align staffing resources to meet service level goals.
CLEARWATER, FL: DEVELOPMENT BUSINESS PROCESS REVIEW
Aaron was the lead analyst for this study which analyzed the City’s development service processes. Key study findings included:
• Identified process improvements focused on quality review and maintaining a high performance goals for reviewing applications. • Identify technology improvements to provide a more predictable permitting process.
RELEVANT CLIENTS:
CA Downey
CA Menlo Park
CA Milpitas
CA Redondo Beach
CA Redwood City
FL Bradenton
FL Clearwater
FL Miami Beach
FL St. Petersburg
FL ToHo Water Auth
MA Boston
NC Raleigh
NC Rowan County
OR Forest Groves
TX Dallas
TX Fort Worth
TX Flower Mound
TX Prosper
TN Knoxville
VA Blacksburg
VA Stafford County
WA Richland
YEARS OF EXPERIENCE:
18 EDUCATION:
BS, Appalachian State
University, Community and
Regional Planning, Minor in
GIS.
PROFESSIONAL
ASSOCIATION:
American Institute of
Certified Planners (AICP)
American Planning
Association
AARON BAGGARLY, AICP
Vice President – Project Manager
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 15
Chas Jordan serves as a project manager and a project consultant on projects dealing with public works, facilities, fleet management, utilities, parks and recreation and administrative functions.
Prior to joining Matrix, Chas served as an Assistant Public Works Director and Public Works Administrative Manager in Florida. His consulting expertise includes:
• Major construction project management and systems review. • Maintenance planning and coordination.
• Process studies within public activities, organizational review, and process evaluation and reengineering.
• Work Order technology implementation to improve workflow and management, integration strategies and employee training. • Management and soft skills development and training.
• Financial analysis, rate setting, and long-term capital planning. • Fleet asset management and equipment replacement.
• Facilities capital project management and long-term planning.
EXPERIENCE HIGHLIGHTS:
ADDISON, TX: ASSESSMENT OF GENERAL SERVICES DEPT.
• Served as lead analyst and project manager to review the General Services Department (Facilities and Fleet Management)
• Reviewed maintenance standards and needed staffing resources. • Recommended Organizational and Staffing Improvements to meet Service Level Expectations.
MIAMI BEACH, FL: FLEET AND FACILITIES ASSESSMENTS
• Served as project manager on an assessment of the organization and staffing of the City’s Facilities Management Division.
• Served as a fleet analyst on an assessment of the utilization and replacement of the City’s vehicle fleet.
RELEVANT CLIENTS:
CA Bellflower
CA Brentwood
CA EBRPD
CA La Mesa
CA Long Beach
CA Moreno Valley
CA Port of LA
CA SDCWA
CA Stockton
CA Vacaville
CO Fort Collins
FL Bradenton
FL Miami Beach
FL Palmetto Bay
FL Seminole Tribe
FL St. Johns Co.
FL St. Petersburg
MA Lowell
MO Jefferson City
MO Lees Summit
OH Cincinnati
OR Washington Co.
SC Columbia
TX Addison
VT Burlington
WY Laramie
YEARS OF EXPERIENCE:
18 EDUCATION:
MPA, University of North
Florida
BA, University of North
Florida
PROFESSIONAL
ASSOCIATIONS:
American Public Works
Association (APWA)
Solid Waste Association of
North America (SWANA)
National Recreation and
Parks Association
CHAS JORDAN, MPA, FMP, PWE, ENV SP
Manager
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 16
Allyson Brekke focuses on the Community Development Services practice area, with specialty knowledge in Cultural Resources and Historic Preservation, Economic Development, and Town and Gown Relations. Prior to joining the firm, Allyson served as Deputy Planning Director for Gallatin County, MT where she initiated a comprehensive housing study and the Director of Community and Economic Development for Port Angeles, WA where she helped City Council to adopt the City’s two-year strategic plan. Her experience includes:
• Strategic planning, capital plan updates, budget/work plan development, development review efficiencies and analysis. • 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:
REDONDO BEACH, CA: EVALUATION OF THE COMMUNITY
DEVELOPMENT DEPARTMENT
Allyson served as the senior analyst on this evaluation of the City’s Community Development Department, which focused on creating more predictable entitlement and permitting processes, aligning staffing resources and workload, and transitioning to new development review software, online application submittal, and digital plan review.
JEFFERSON CITY, MO: CITY ORGANIZATIONAL REVIEW AND
STAFFING ASSESSMENT
Allyson served as a senior analyst on this study and focused her operational and staffing analysis on the Planning and Protective Services Department to help identify different strategies in grant administration and staff needs for regional community planning efforts.
RELEVANT CLIENTS:
CA El Monte
CA Escondido
CA Piedmont
CA Redondo Beach
IL Champaign
MA Boston
MI Royal Oak
MO Jefferson City
NC Raleigh
NJ Paterson
SC Columbia
TX Prosper
VT Burlington
YEARS OF EXPERIENCE:
21 EDUCATION:
MCP, University of
Pennsylvania, City
Planning
BA, University of Mary
Washington, Historic
Preservation
PROFESSIONAL
ASSOCIATION:
American Institute of
Certified Planners (AICP)
Graduate of Northwest
Women’s Leadership
Academy
Study Certificate in Town
and Gown Relations
ALLYSON BREKKE, AICP
Manager
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 17
David Branch has served as a lead analyst and project manager on a wide range of government studies covering a variety of county and municipal functions. Relevant experience highlights include:
• Completed over 120 studies for local government entities, including numerous departmental and development review assessments. • Analysis focuses on workload and staffing, organizational structure, asset management, and process improvement using recognized best practices, quantitative metrics, modeling and developing implementation solutions.
EXPERIENCE HIGHLIGHTS:
SANTA BARBARA, CA: FLEET OPERATIONAL REVIEW
This review focused on the City’s fleet utilization, replacement planning, maintenance, technology use, and sustainability plan.
• Conducted full utilization review of the fleet, identifying assets for replacement, and developed a ten-year replacement plan to costeffectively update the fleet. • Recommended steps to achieve compliance with upcoming CA state regulations and the City’s own established goal of reaching full carbon neutrality by 2035.
TIGARD, OREGON: CITYWIDE STAFFING AND ORGANIZATIONAL
ASSESSMENT
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.
Recommendations focused on process improvement, aligning staffing levels with service level goals, technology improvements to streamline processes, and enhanced customer service.
RELEVANT CLIENTS:
AZ Buckeye
CA El Segundo
CA Fresno
CA Milpitas
CA Redlands
CA Riverside
CO Aurora
CO Westminster
FL Coral Gables
FL Fort Myers
FL Kissimmee
GA DeKalb County
IL Chatham
IL Tinley Park
NC Rowan County
NY Albany
OR Tigard
TX Dallas
TX Flower Mound
YEARS OF EXPERIENCE:
13 EDUCATION:
BS, University of Southern
California; Policy,
Management, and
Planning
MPA, California State
University, Fullerton
PROFESSIONAL
ASSOCIATIONS:
American Public Works
Association (APWA)
Association of Public
Safety Communications
Officials (APCO)
DAVID BRANCH
Senior Manager
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 18
Amy Mabey is an analyst with extensive experience in public administration, policy analysis, community development, public outreach, and emergency management. She combines leadership and strategic insight in her approach as a consultant. Her experience in large and small municipalities provides a multi-faceted understanding of city governance, resource allocation, and community engagement.
EXPERIENCE HIGHLIGHTS:
PLEASANT VIEW, UT: CITY ADMINISTRATOR
• Municipal Operations & Leadership. Administered all city operations, including budgeting, development, engineering, finance, justice court, planning, police, public works, and recreation, in alignment with the directives of the Mayor and City Council.
• Personnel Policy Update. Led committee review, rewrite, and updates to the city's personnel policies, ensuring legal compliance, best practices, and meeting the evolving needs of city staff/operations. • Staff Training & Development. Designed and implemented a staff training program to enhance employee skills, encourage unity, and ensure compliance with city policies.
OGDEN, UT: POLICY ANALYST AND COMMUNICATION
MANAGER
• Policy and Budget Analysis. Provided extensive review and analysis of ordinance amendments along with assisting in development of proactive legislation.
• Technology Transitions. Coordinated transition to paperless processes and initiated use of social media – drafting and implementing policy solutions to enhance efficiency, accessibility, and transparency while considering budget, staffing and legal limitations.
YEARS OF EXPERIENCE:
15 EDUCATION:
MPA, University of Utah
Emphasis in Local
Government Management
and Major Research Project
for Civility in Government
BS, Utah State University
Political Science
University research
contributor for the costs
and services of local
government
PROFESSIONAL
ASSOCIATIONS:
Utah City and County
Management Association
(UCMA)
Member and Board Member
Utah League of Cities and
Towns (ULCT)
Member and Legislative
Policy Committee Voting
Member
International City
Management Association
(ICMA)
CERTIFICATIONS:
Emergency Management
Institute (EMI)
Advanced Public
Information Officer
All Hazards Emergency
Management Trainer
AMY SUE MABEY, MPA
Manager
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 19
Joe McDonald works in our General Consulting practice and has served as an analyst on several engagements with focuses on administrative services, community development, and public works. Joe specializes in employee/community engagement efforts, data and staffing analyses, process optimization, and technical documentation development.
EXPERIENCE HIGHLIGHTS:
CLEARWATER, FL: BUSINESS PROCESS STUDY
Joe served as an analyst on this study of the City’s development review business processes. As part of this engagement, Joe administered and analyzed both community and employee surveys, moderated focus group meetings with stakeholders, developed process documentation, and conducted a staffing analysis to align the City’s resources with its desired performance goals related to community development.
THOUSAND OAKS, CA: PROCESS OPTIMIZATION STUDY
Joe served as an analyst on this evaluation of the City’s community development (e.g., planning, permitting) functions. The goal of the study was to document and optimize development review and permitting processes for successful implementation into the City’s recently acquired development review software system.
MIAMI BEACH, FL: FACILITIES ASSESSMENT
Joe provided analytical support as part of this engagement focused on assessing the City’s facilities maintenance functions. Joe conducted data analysis on the City’s resources allocated to this function using an internally developed staffing model and assisted in the development of future personnel requirements that allow the division to provide more efficient and effective services.
RELEVANT CLIENTS:
CA Rocklin
CA San Dimas
CA EBRPD
CA SDCWA
CA Thousand Oaks
CO Greeley
FL Bradenton
FL Clearwater
FL Dunedin
FL Miami Beach
FL Palmetto Bay
FL Seminole Tribe
FL St. Johns Co.
FL St. Petersburg
TX Addison
TX Prosper
TN Knoxville
VT Burlington
WA Issaquah
WA Snohomish Co.
YEARS OF EXPERIENCE:
4 EDUCATION:
BA – Professional and
Technical
Communications –
University of South Florida
PROFESSIONAL
ASSOCIATIONS:
Public Sector HR
Association (PSHRA)
American Society for
Public Administration
(ASPA)
JOE MCDONALD, PSHRA-CP
Senior Consultant
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 20
Megan Young brings more than twelve years of experience working with local and regional governments. Prior to joining Matrix, Megan served as Assistant to the City Manager, Parks and Grounds Administrator, and Public Works Operation Analyst in various organizations in South Carolina. Relevant experience includes:
• Maintenance management, including maintenance standards, asset and amenity management, and levels of service.
• Public Works operations, staffing, and capital improvement budgeting.
• Organizational and staffing assessments, operational assessments, and best management practices evaluation and implementation.
EXPERIENCE HIGHLIGHTS:
VACAVILLE, CA: PARKS AND RECREATION
Megan served as lead analyst on this project focusing on programming analysis and recommendations for future expansion. The study also evaluated staffing for current needs and future growth.
EAST BAY REGIONAL PARK DISTRICT, CA: RESOURCE
ALLOCATION STUDY
Megan served as the lead analyst on the review of resource allocation and staffing methodology. The study evaluated the operations, staffing, and organization of the Park Operations Department, which includes Park Maintenance, Maintenance & Skilled Trades, and Interpretive & Recreation Services.
ROYAK OAK, MI: PUBLIC SERVICES ORGANIZATIONAL ANALYSIS
Megan served as the lead analyst on the City’s comprehensive review of the Public Services Department. The study evaluated the operations, staffing, and organization of the Department, which includes wastewater, stormwater, streets, fleet, and facilities.
RELEVANT CLIENTS:
CA Bellflower
CA EBRPD
CA San Carlos
CA Vacaville
FL Palmetto Bay
MI Royal Oak
YEARS OF EXPERIENCE:
12 EDUCATION:
BA, Intercultural Studies
for Business and Spanish,
Wofford College
MPA, Clemson University
TRAINING &
CERTIFICATIONS:
Project Management
Professional: 2020, 2023,
Project Management
Institute
Certified Park and
Recreation Professional:
2020, 2023, National
Recreation and Parks
Association
Certified Landscape
Professional: 2020,
Clemson University
MEGAN YOUNG
Senior Consultant
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 21
Jaymee Westover is an analyst in the Financial Services group. She works primarily on cost allocations plan, user fee, development impact fee, and cost-of-service engagements.
Jaymee’s relevant experience includes:
• Over 20 cost-of-service and cost allocation studies for clients across the United States.
• Financial data analysis, including narrative analysis; comparative studies; and legal and regulatory compliance.
EXPERIENCE HIGHLIGHTS:
THOUSAND OAKS, CA: COST ALLOCATION PLAN AND FEE STUDY
Jaymee supported senior staff in collecting and analyzing data for both a cost allocation plan and a fee study, including estimates of effort. She also input information into fee models to develop hourly rates and clarify the cost of providing selected services for the City. As part of this effort, she researched legal restrictions on specified fees to ensure compliance.
PORT OF LOS ANGELES, CA: FINANCIAL CONTRACT AUDIT
As part of the on-call services agreement with the Port of Los Angeles, Jaymee is serving as the financial analyst in reviewing current contracts for compliance with financial reporting requirements. This includes reviewing current financial reporting requirements, their applicability, and compliance of port contractor and users. Recommendations focused on improving contract performance measures, reporting requirements, and financial incentives/penalties.
CHARLOTTE, NC: COST ALLOCATION PLAN
Jaymee served as a project analyst on this engagement. She participated in interviews to understand client needs and collect relevant metrics. She worked with the project team to input data into an internally developed cost allocation model and develop an OMB-Compliant Cost Allocation Plan for the City.
RELEVANT CLIENTS:
AK Juneau
AZ Scottsdale
CA Banning
CA Butte Co.
CA Elk Grove
CA Monterey Co.
CA Orange
CA Palo Alto
CA Piedmont
CA Port of LA
CA Poway
CA Santa Clara Co.
CA Sonoma
CA Thousand Oaks
FL Alachua Co.
FL Miami Beach
FL Osceola Co.
HI Maui Co.
NC Charlotte
TX Dallas
YEARS OF EXPERIENCE:
4 EDUCATION:
B.A., Vanderbilt University,
Political Science
M.A., University of
Tennessee – Knoxville,
Public Policy and
Administration
PROFESSIONAL
ASSOCIATIONS:
Association of
Governmental Accountants
(AGA)
JAYMEE WESTOVER, CGFM
Senior Consultant
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 22
BIOGRAPHY:
William “Bill” Haight is an IT Analyst/Technical Advisor with our firm and provides a wide array of information technology background and support.
William Haight is an experienced information technology manager and analyst. Mr. Haight has over 30 years of experience working in the public sector at the federal, county, and municipal level specializing in IT strategies, organizational structure, and application design and development.
Most recently, Mr. Haight served as the Director of Cloud Business for SunGard Public Sector, (now CentralSquare Technologies), where he led a team working with local governments in migrating their systems to the cloud. Prior to this, he served as Chief Information Officer for the City of Salt Lake City, UT. Notable accomplishments include:
• Established Division of Innovation and Transformation to bring more creative and cutting-edge technologies to bear on social, civic, and operational challenges.
• Established Open Data Policies and Procedures for the City with the goals of increasing transparency and trust in government and decrease the number of governmental records requests.
• Implemented formal IT governance to Salt Lake City’s IT Dept. • Developed and administered the City’s Information Technology Master Plan and Strategic Master Plan
EXPERIENCE HIGHLIGHTS:
RIVERSIDE, CA: IT DEPARTMENT REVIEW
• Bill served as the lead analyst in this comprehensive assessment of the City’s Information Technology Department which developed a new organizational structure and staffing allocations to align resources with service demands. Additionally, he evaluated technology infrastructure and deployment and made recommendations to enhance technology utilization, enhance software implementation practices, and increase oversight and training of decentralized systems.
RELEVANT CLIENTS:
CA Riverside
MO Lee’s Summit
YEARS OF EXPERIENCE:
30 EDUCATION:
Western Governors
University, studied
Business Administration
and Management
Mountainwest College,
Associates, Systems
Program
WILLIAM HAIGHT
Technical Advisor
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 23
The following table outlines the hours by task and employee classification. We propose to complete this efficiency and business transformation study for a fixed price of $96,500.
Task Vice
President
Senior
Manager/
Manager
Senior
Consultant
Total
Hours
Total
Cost
1. Current State Profile 20 32 32 84 $16,160
2. Employee Input 4 12 16 32 $5,880
3. Service Delivery Evaluation 12 56 56 124 $22,760
4. Org Structure and Staffing Analysis 8 40 40 88 $16,120
5. Fiscal Efficiency Review 8 24 40 72 $13,080
6. Report and Implementation Plan 16 40 40 96 $18,040
Total Hours 68 204 224 496
Hourly Rate $240 $190 $165
Total Professional Fees $16,320 $38,760 $36,960 $92,0400 Travel Expenses $4,460
Total Project Cost $96,500
We typically bill monthly for actual time and expenses incurred. Additionally, we are willing to tailor the scope of our services to fit within the City’s needs, ensuring that we deliver the most value without compromising the quality and objectives of the project.
COST
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 24
The following table provides references for similar projects completed by the project team.
ROCKLIN, CA
Development Review
Organizational
Assessment
Elizabeth Sorg,
Management Analyst
(916) 625-5582
[email protected]
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 were: 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.
SANTA ROSA, CA
Development Review
Strategic Plan
Serena Lienau,
Administrative Services
Officer
(707) 543-3457
[email protected]
Santa Rosa undertook this strategic planning effort to conduct a comprehensive analysis of the City’s development review process and to align the various teams involved with a single vision. There are a total five departments/divisions involved in the City’s development review, permitting, and inspection processes that run autonomously to provide services to the Community.
As part of this strategic plan development, the Matrix team conducted several focus groups and workshops with leadership and employees within the development review teams. This included an all-hands-on deck strength, weakness, opportunities, and challenges (SWOC) workshop.
This workshop was immediately after a major leadership change within the organization and an emotional time for all staff. This workshop was very productive and identified the strengths and improvement opportunities for the organization and outlined a path forward. Also, draft mission and vision statements were developed through a workshop and subsequent survey.
REFERENCES
Agenda Item #13.1.
PROPOSAL TO CONDUCT AN EFFICIENCY AND BUSINESS TRANSFORMATION STUDY MATRIX CONSULTING GROUP 25
TAKOMA PARK, MD
Organizational
Assessment
Jamal Fox, Former City
Manager, now Deputy
Director, OR Dept. of
Veteran’s Affairs
(503) 373-2383
[email protected]
This study was a comprehensive organizational assessment covering all City departments including organizational structure, operational practices and staffing requirements. A key and relevant methodology utilized in this study was conducting the evaluation to align with previously adopted City plans and studies and to integrate the Council’s desire for highly inclusive programs and services to meet the diverse needs and expectations of the community.
Key recommendations included restructuring of administration function, implementation of a more integrated budgeting and operational planning process including the development of annual work plans to enable the organization to align City Council expectations with allocated resources.
Additionally, department specific recommendations were developed to increase operational efficiency, adjust staffing requirements and align with community expectations.
JEFFERSON CITY,
MO
Organizational and
Staffing Optimization
Assessment
Brian Crane, City
Administrator
(573) 634-6410
[email protected]
Matrix Consulting Group completed a comprehensive organizational structure and staffing optimization review for the City of Jefferson City, Missouri. This assessment evaluated overall organizational structure and staffing requirements to provide services to residents.
Key recommendations included creation of an Administrative Services Department – combining Finance, IT and Human Resources; recommendation for charter modifications to enable conversion of the City Administrator to a City Manager position, establishing Parks & Recreation Director as department head reporting to City Administrator versus independent Board; and converting City Prosecutor position from an elected position to an appointed position within the City Attorney Office.
Additional recommendations included establishment of a dedicated grants function and staffing adjustments throughout all departments to align with service expectations and workloads.
Additional details and/or references are available upon request.
Agenda Item #13.1.
REQUEST FOR PROPOSALS:
REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES
Efficiency and Business Transformation Study
DATE ISSUED: Friday, March 28, 2025
DATE DUE: Friday, April 25, 2025, 5PM
CONTACT: Erika Opp, Administrative Analyst
[email protected]
The City is only accepting proposals electronically via email to [email protected] CITY OF ST. HELENA
Agenda Item #13.1.
CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 2
TABLE OF CONTENTS
I. INTRODUCTION..................................................................................................................................... 3 II. GENERAL INFORMATION ..................................................................................................................... 3 III. SCOPE OF WORK ................................................................................................................................. 3 IV. DELIVERABLES ....................................................................................................................................... 4 V. SCHEDULE ............................................................................................................................................. 4 VI. PROPOSAL SUBMISSION REQUIREMENTS............................................................................................ 5 VII. EVALUATION PROCESS ........................................................................................................................ 5 VIII. PROPOSAL TERMS AND CONDITIONS ................................................................................................ 5
1. EXAMINATION OF PROPOSAL MATERIALS............................................................................. 6
2. ADDENDA INTERPRETATIONS .................................................................................................. 6
3. DESIGNATED CONTACT .......................................................................................................... 6
4. PUBLIC RECORDS..................................................................................................................... 6
5. PROPOSAL COSTS.................................................................................................................... 6
6. RESERVATION OF RIGHTS ........................................................................................................ 6
7. PRODUCT OWNERSHIP ............................................................................................................ 6
8. PROFESSIONAL SERVICES AGREEMENT.................................................................................. 6
9. CAUSES FOR DISQUALIFICATION............................................................................................ 6 IX. Exhibit A – Addendum ........................................................................................................................ 8 X. Exhibit B – City of St. Helena Professional Services Agreement......................................................9
EXHIBITS
Exhibit A: Addendum
Exhibit B: City of St. Helena Professional Services Agreement Agenda Item #13.1.
CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 3
I. INTRODUCTION
The City of St. Helena, California is located in the center of the world-famous wine growing Napa Valley, 65 miles north of San Francisco. The area was settled in 1834 as part of General Vallejo’s land grant. The City of St. Helena was incorporated as a City on March 24, 1876 and reincorporated on May 14, 1889.
The City, from its inception, has served as a rural agricultural center and over the years, has experienced growth and development of the wine industry. The City receives many visitors due to the wine industry and the area’s scenic qualities and history. The City’s goal is to maintain a small-town atmosphere and to provide high quality services to its residents.
The official population of the City of St. Helena as of 2021 is 6,070 (CA Department of Finance). St. Helena is a full-service city employing 93.7 full-time equivalent employees and encompasses an area of four-square miles. The City’s FY 2024-25 General Fund Budget is approximately $22 million.
II. GENERAL INFORMATION
OBJECTIVE
The City is seeking proposals from qualified consulting firms to conduct an Efficiency and Business Transformation Study. The objective of this study is to assess current business processes, identify inefficiencies, and recommend strategies for improvement and transformation. The recommendations might entail changes in its organizational structure to enhance service delivery and/or reduce costs and optimize resources based on how St. Helena residents interact with the City.
The goal is to align City services, technology, and organizational structure in a way that makes it easier and more efficient for residents to access services and conduct business with the City.
The study will exclude public safety services (e.g., police and fire) and instead focus on administrative, public works, planning and building services, and other non-safety functions.
The findings will inform the City’s strategic approach to workforce planning, resource allocation, and service delivery improvements, ensuring that residents and businesses can more efficiently interact with the City.
A single firm may provide an RFP for all services or a team of independent consultants or small firms may submit proposals for a specific area of expertise (e.g. a process improvement specialist + a municipal finance consultant + a technology strategist).
III. SCOPE OF WORK
The selected Consultant will work with assigned City staff to conduct a comprehensive efficiency study across all non-public safety City departments. The Consultant will be responsible for:
• Conducting a comprehensive assessment of existing operations including:
Agenda Item #13.1.
CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 4
o Organizational structure and staffing component
o Process improvements & efficiency potential
o Cost savings potential
o Technology utilization and modernization
• Identifying inefficiencies, redundancies, and process bottlenecks. • Developing a comprehensive set of recommendations to improve operational efficiency, enhance service delivery, reduce costs, and/or optimize resource allocation.
• Presenting recommendations to the City Council.
IV. DELIVERABLES
The Consultant shall provide the following deliverables:
1. Final Report summarizing a menu of strategies to achieve efficiency and business transformation. The report shall present findings, recommendations, and potential for further inquiry emphasizing measurable outcomes such as: service delivery improvements, speed of transactions, and clear cost savings targets that align with the mission of making it easier for residents to interact/do business with the City. The final report should include (as applicable):
a. Staffing and Operational Analysis with proposed restructuring and efficiency recommendations.
b. Process Improvement Recommendations identifying specific inefficiencies. c. Technology Utilization Assessment with recommendations for automation and digital integration.
d. Financial Efficiency Review outlining cost-saving measures and budgetary adjustments.
V. SCHEDULE
Responses to the RFP must be submitted to the City of St. Helena as outlined in this section.
Responses are due no later than
FRIDAY, APRIL 25, 2025 AT 5:00 PM
Responses received after this date and time will not be considered.
PROPOSED SCHEDULE FOR THE REVIEW AND SELECTION PROCESS
AND DESIRED TIMELINES FOR DELIVERABLES
MILESTONE DATE TIME
Release RFP March 28, 2025 10:00AM
Proposal due date April 25, 2025 5:00PM
Review and scoring of submittals & conduct interviews Week of May 16 Award of Agreement May 27, 2025 6:00 PM
Project Begins July 1, 2025
Agenda Item #13.1.
CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 5
Project Concludes TBD
The schedule may be modified and/or extended if necessary.
VI. PROPOSAL SUBMISSION REQUIREMENTS
If interested in this RFP, please notify Erika Opp by email at [email protected] so you may be added to the notification list for addendums. Failure to notify could result in missing important and required information and could result in disqualification.
Interested firms should submit a proposal that includes:
• Firm background and relevant experience.
• Approach and methodology for conducting the study.
• Detailed project timeline and deliverables.
• Team composition and qualifications.
• Total costs including fee structure.
• References from past clients with similar projects.
All submittals must be received by 5:00 PM on April 25, 2025 via e-mail as follows:
1. Submittals must be e-mailed to: [email protected]
2. Subject line of e-mail must read: RFP – Efficiency and Business Transformation
3. The submittals shall be in PDF format with search capability to endure readability and compatibility. All submitted material will be retained by the City of St. Helena and considered public information.
It is the sole responsibility of the Proposer to ensure timely delivery. Late proposals will not be considered.
VII. EVALUATION PROCESS
The proposals will be reviewed by a committee selected by the City Manager and may include members of the City Council. Proposers may be required to make oral presentation as a supplement to their proposals. The virtual presentation would only be held subsequent to the receipt of the proposals and will be part of the evaluation/interview process to determine the qualifications of the firm. .
Evaluation considerations may include, by way of illustration and not by limitation, the following:
a. Responsiveness of the proposal in clearly stating the understanding of the work to be performed and in demonstrating the intention and ability to perform the work. b. Consultant’s experience in conducting similar studies. c. Technical experience and professional qualifications of the team. The number and expertise of key and supervisory personnel who will directly participate in the requested services.
d. Cost-effectiveness and value for investment. Although a significant factor, cost will not be the primary factor in the selection of a firm. Since the City is cost conscious, proposals which provide options to perform the work in phases are welcome. e. References and past performance.
VIII. PROPOSAL TERMS AND CONDITIONS
Agenda Item #13.1.
CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 6
1. EXAMINATION OF PROPOSAL MATERIALS
The submission of a proposal shall be deemed a representation and warranty by the proponent that it has investigated all aspects of the RFP, that it is aware of the applicable facts pertaining to the RFP process and its procedures and requirements, and that it has read and understands the RFP. No request for modification of the provisions of the proposal shall be considered after its submission on the grounds the proponent was not fully informed as to any fact or condition.
2. ADDENDA INTERPRETATIONS
If it becomes necessary to revise any part of this RFP, a written addendum will be provided to each firm that requested to be added to the notification list, and said addenda will be uploaded to the City website. The City of St. Helena is not bound by any oral representations, clarifications, or changes made in the RFP by the City or its agents, unless such clarifications or change is provided in written addendum from the City of St. Helena.
3. DESIGNATED CONTACT
For the purposes of this RFP, the Acting City Clerk is designated as the contact person. Any questions concerning the scope of work and the selection process shall be directed to Erika Opp at [email protected]. Any and all questions and responses concerning this RFP will only be accepted in writing, via email. All questions must be received by April 11, 2025 by 5:00PM.
Responses to questions will be posted on the City’s website, cityofsthelena.org/rfps, and will become part of the RFP. It is the consultant’s responsibility to check the website for updates.
4. PUBLIC RECORDS
This RFP document and all submittals in response thereto are public records. Prospective consultants are cautioned not to include any material into the proposal that is strictly proprietary in nature.
5. PROPOSAL COSTS
All costs associated with the preparation of RFP submittals shall be borne by the respondent. This RFP does not constitute any form of offer to contract.
6. RESERVATION OF RIGHTS
The City reserves the right, for any reason, to accept or reject any one or more proposals; to negotiate the terms and specifications of the proposal; to modify any part of the RFP; or issue a new RFP.
7. PRODUCT OWNERSHIP
Any documents resulting from the contract will be the property of the City.
8. PROFESSIONAL SERVICES AGREEMENT
All Proposers must identify in their proposal any terms and conditions of the sample Professional Service Agreement (Exhibit B) that they wish to negotiate. Insurance is required as outlined in Section 7 of the sample agreement.
9. CAUSES FOR DISQUALIFICATION
Any of the following may be considered cause to disqualify a proponent without further consideration:
Agenda Item #13.1.
CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 7
- Evidence of collusion among proponents;
- Any attempt to improperly influence any member of the evaluation panel; - A proponent's default in any operation of a professional services agreement which resulted in termination of that agreement; and/or
- Existence of any lawsuit, unresolved contractual claim, or dispute between proponent and the City.
Agenda Item #13.1.
CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 8
IX. Exhibit A – Addendum
It is anticipated the Efficiency and Business Transformation project may require multiple phases.
The initial phase is the response to this RFP and other subsequent phases may include, but is not limited to the development of:
1. Comparative benchmarking analysis with cities of similar size and service levels to identify best practices in operational efficiency.
2. Roadmap for business transformation, including technology and workflow enhancements.
3. Implementation plan detailing prioritized actions and estimated cost savings.
4. Implementation support and for change management.
Agenda Item #13.1.
CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 9
X. Exhibit B – City of St. Helena Professional Services Agreement Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
1 CITY OF ST. HELENA
PROFESSIONAL SERVICES AGREEMENT
[Insert project name]
This Agreement is made and entered into as of ________________, 20____ by and between the City of St. Helena, a public agency organized and operating under the laws of the State of California (“City”), and [***INSERT NAME***], a [***INSERT TYPE OF ENTITY - CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER LEGAL ENTITY***] with its principal place of business at [***INSERT ADDRESS***] (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.
RECITALS
A. City is a public agency of the State of California and is in need of professional services for the following project:
____________________________________________________________________________ (hereinafter referred to as “the Project”).
B. Consultant is duly licensed and has the necessary qualifications to provide such services.
C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1. Services.
Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” [Alternatively, Scope of Services can be included here and all subsequent exhibits renumbered accordingly.]
2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” [Alternatively, Schedule of Charges may be included here and all subsequent exhibits renumbered accordingly.] b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $ [Insert amount of compensation]. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis.
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
2 3. Additional Work.
If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City.
5. [Insert Term or Time of Performance].
[If engaging the Consultant for a particular term, use the following provision] The term of this Agreement shall be from [Insert start date] to [Insert end date], unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). [If the City has specific milestones or timelines for performance, please input those requirements in the “Activity Schedule” attached as Exhibit C, otherwise delete Exhibit C.] The Notice to Proceed shall set forth the date of commencement of work. [If engaging the Consultant to perform a discrete task with a specified deadline, use the following provision]
Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”).
Consultant shall complete the services required hereunder within [Insert number of calendar days for performance of the services – if more detail is required attach “Activity Schedule” as Exhibit C, otherwise delete Exhibit C.] The Notice to Proceed shall set forth the date of commencement of work.
6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; pandemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
3 describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.
7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.
8. Standard of Care; Performance of Employees
a. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. b. Consultant’s employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. As provided for in the indemnification provisions of this Contract, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.
9. Assignment and Subcontracting
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subcontractors as Consultant may deem appropriate to assist in the performance of services hereunder.
10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
4 shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
(1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion deleted
(7) Contractual Liability with respect to this Agreement (8) Property Damage
(9) Independent Contractors Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
5 property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention.
c. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein.
This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:
Combined Single Limit
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
6 Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 combined single limit
Employer’s Liability $1,000,000 per accident or disease Professional Liability $1,000,000 per claim and aggregate (errors and omissions)
(ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
7 policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law.
h. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
8 j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section.
Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.
12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers.
b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance of “design professional” services (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.
13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
9 b. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.
14. Safety.
Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
15. Verification of Employment Eligibility.
By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same.
16. INTENTIONALLY DELETED
17. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of California.
If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a the Superior Court of California for the County of Napa.
18. Termination or Abandonment
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
10 a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant.
19. Ownership of Documents and Confidential Information. a. All deliverables and other documents generated by Consultant in the performance of the Services, including all work papers, work-in-progress, designs, drawings, documents, data, computations, specifications, studies and reports prepared by Consultant as a part of the Services or authorized Additional Services (“Consultant Work Product”) shall belong to and be subject to the sole ownership and use of City. b. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, drawings and specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. c. During the course of the performance of this Agreement, Consultant may receive written or verbal information from City, its representatives or agents, not in the public domain. Such information may include City’s know how, trade secrets, and other proprietary and confidential information and Consultant agrees to treat such information as confidential information belonging to City. Consultant agrees that neither it, nor its officers, employees, representatives, agents, successors, or assigns, will disclose such information to any third party or use the same in any manner without the prior written consent of City. Moreover, Consultant agrees to safeguard such proprietary and confidential information from unauthorized disclosure and/or use using the same degree of care it uses to protect its own proprietary and confidential information, but not less than a reasonable standard of care. In the event that disclosure of such information is sought pursuant to any law or regulation, Consultant shall promptly notify City of such fact to allow City to assert whatever exclusions or exemptions may be available to it under applicable law or regulation.
20. Organization
Consultant shall assign _________________________ as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
11 21. Limitation of Agreement.
This Agreement is limited to and includes only the work included in the Project described above.
22. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to:
CITY:
City of St. Helena
[City Address]
Attn: [***INSERT NAME & DEPARTMENT***]
CONSULTANT:
[***INSERT NAME, ADDRESS & CONTACT
PERSON***]
and shall be effective upon receipt thereof.
23. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.
24. Equal Opportunity Employment.
Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
25. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement.
26. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the remaining provisions unenforceable, invalid or illegal.
27. Successors and Assigns
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
12 This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.
28. Non-Waiver
None of the provisions of this Agreement shall be considered waived by either Party, unless such waiver is specifically specified in writing.
29. Time of Essence
Time is of the essence for each and every provision of this Agreement.
30. City’s Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.
31. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
32. Federal Requirements [***INCLUDE THIS SECTION ONLY IF APPLICABLE; DELETE OTHERWISE AND DELETE ASSOCIATED EXHIBIT. YOU MAY ALSO NEED TO INCLUDE SOME INFORMATION IN THE RFP DUE TO FEDERAL FUNDING GUIDELINES.
CONSULT LEGAL COUNSEL IF NECESSARY***]
When funding for the services is provided, in whole or in part, by an agency of the federal government, Consultant shall also fully and adequately comply with the provisions included in Exhibit “D” (Federal Requirements) attached hereto and incorporated herein by reference (“Federal Requirements”). With respect to any conflict between such Federal Requirements and the terms of this Agreement and/or the provisions of state law, the more stringent requirement shall control.
[SIGNATURES ON FOLLOWING PAGE]
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN CITY OF ST. HELENA
AND [***INSERT CONSULTANT NAME***]
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.
CITY OF ST. HELENA [**CONSULTANT’S NAME**]
By: By:
Anil Comelo Its:
City Manager
Printed Name:
ATTEST:
By:
[INSERT TITLE]
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
14 EXHIBIT A
Scope of Services
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
15 EXHIBIT B
Schedule of Charges/Payments
Consultant will invoice City on a monthly cycle. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task. Consultant will inform City regarding any out-of-scope work being performed by Consultant. This is a time-and-materials contract.
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
16 EXHIBIT C
Activity Schedule
Agenda Item #13.1.
2024 PSA Template [Insert vendor name/project]
17 EXHIBIT D
Federal Requirements
[DELETE EXHIBIT IF NOT APPLICABLE]
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 1 CITY OF ST. HELENA
PROFESSIONAL SERVICES AGREEMENT
Efficiency and Business Transformation Study
This Agreement is made and entered into as of June 3, 2025 by and between the City of St. Helena, a public agency organized and operating under the laws of the State of California (“City”), and Matrix Consulting Group, a LTD with its principal place of business at 1875 South Grant Street Suite 960, San Mateo, CA 94402 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.
RECITALS
A. City is a public agency of the State of California and is in need of professional services for the following project:
Efficiency and Business Transformation Study (hereinafter referred to as “the Project”).
B. Consultant is duly licensed and has the necessary qualifications to provide such services.
C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1. Services.
Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.”
2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $90,960. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis.
3. Additional Work.
If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 2 statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City.
5. Time of Performance.
The term of this Agreement shall be from July 1, 2025, to February 28, 2026, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work.
6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; pandemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.
7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.
8. Standard of Care; Performance of Employees
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 3 a. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. b. Consultant’s employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. As provided for in the indemnification provisions of this Contract, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.
9. Assignment and Subcontracting
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subcontractors as Consultant may deem appropriate to assist in the performance of services hereunder.
10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 4 (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion deleted
(7) Contractual Liability with respect to this Agreement (8) Property Damage
(9) Independent Contractors Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention.
c. Workers’ Compensation/Employer’s Liability
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 5 (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein.
This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:
Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 combined single limit
Employer’s Liability $1,000,000 per accident or disease Professional Liability $1,000,000 per claim and aggregate (errors and omissions)
(ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement.
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 6 f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law.
h. Qualifying Insurers
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 7 (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.
j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section.
Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.
12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 8 shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers.
b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance of “design professional” services (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.
13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4. b. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 9 14. Safety.
Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
15. Verification of Employment Eligibility.
By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same.
16. INTENTIONALLY DELETED
17. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of California.
If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a the Superior Court of California for the County of Napa.
18. Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant.
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 10 19. Ownership of Documents and Confidential Information. a. All deliverables and other documents generated by Consultant in the performance of the Services, including all work papers, work-in-progress, designs, drawings, documents, data, computations, specifications, studies and reports prepared by Consultant as a part of the Services or authorized Additional Services (“Consultant Work Product”) shall belong to and be subject to the sole ownership and use of City. b. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, drawings and specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. c. During the course of the performance of this Agreement, Consultant may receive written or verbal information from City, its representatives or agents, not in the public domain. Such information may include City’s know how, trade secrets, and other proprietary and confidential information and Consultant agrees to treat such information as confidential information belonging to City. Consultant agrees that neither it, nor its officers, employees, representatives, agents, successors, or assigns, will disclose such information to any third party or use the same in any manner without the prior written consent of City. Moreover, Consultant agrees to safeguard such proprietary and confidential information from unauthorized disclosure and/or use using the same degree of care it uses to protect its own proprietary and confidential information, but not less than a reasonable standard of care. In the event that disclosure of such information is sought pursuant to any law or regulation, Consultant shall promptly notify City of such fact to allow City to assert whatever exclusions or exemptions may be available to it under applicable law or regulation.
20. Organization
Consultant shall assign Aaron Baggarly, AICP as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.
21. Limitation of Agreement.
This Agreement is limited to and includes only the work included in the Project described above.
22. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to:
CITY:
City of St. Helena
1088 College Avenue, St. Helena, CA 94574
Attn: Anil Comelo, City Manager
CONSULTANT:
Alan D. Pennington, President
Matrix Consulting Group Ltd.
1875 S. Grant Street, Suite 960
San Mateo, CA 94402
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 11 and shall be effective upon receipt thereof.
23. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.
24. Equal Opportunity Employment.
Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
25. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement.
26. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the remaining provisions unenforceable, invalid or illegal.
27. Successors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.
28. Non-Waiver
None of the provisions of this Agreement shall be considered waived by either Party, unless such waiver is specifically specified in writing.
29. Time of Essence
Time is of the essence for each and every provision of this Agreement.
30. City’s Right to Employ Other Consultants
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 12 City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.
31. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. [SIGNATURES ON FOLLOWING PAGE]
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN CITY OF ST. HELENA
AND MATRIX CONSULTING GROUP
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.
CITY OF ST. HELENA Matrix Consulting Group
By: By:
Anil Comelo Its:
City Manager
Printed Name:
APPROVED AS TO FORM:
By: _________________________________
Ethan Walsh, City Attorney
ATTEST:
By:
City Clerk
PresidentAlan D. Pennington
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 14 EXHIBIT A
Scope of Services
TASK 1: INITIATE THE PROJECT AND DEVELOP A CURRENT STATE PROFILE.
TASK 2: EMPLOYEE SURVEY (REMOVED, results from City Employee Survey shared) TASK 2: SERVICE DELIVERY AND EFFICIENCY IMPROVEMENTS
TASK 3: ORGANIZATIONAL STRUCTURE AND STAFFING ANALYSIS
TASK 4: FISCAL EFFICIENCY REVIEW
TASK 5: DRAFT AND FINAL REPORTS AND IMPLEMENTATION PLAN Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 15 EXHIBIT B
Schedule of Charges/Payments
Consultant will invoice City on a monthly cycle or when each task is completed. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task. Consultant will inform City regarding any out-of-scope work being performed by Consultant. This is a time-and-materials contract.
TASK 1: CURRENT STATE PROFILE - $16,160
TASK 2: EMPLOYEE SURVEY - $5,880 (REMOVED, results from City Employee Survey shared)
TASK 2: SERVICE DELIVERY AND EFFICIENCY IMPROVEMENTS - $22,760 TASK 3: ORGANIZATIONAL STRUCTURE AND STAFFING ANALYSIS - $16,120 TASK 4: FISCAL EFFICIENCY REVIEW - $13,080
TASK 5: DRAFT AND FINAL REPORTS AND IMPLEMENTATION PLAN - $18,040 Travel Expenses: up to $4,460
Total Project Cost: up to $90,960
Agenda Item #13.1.
2024 PSA Template - Efficiency and Business Transformation Study – Matrix Consulting Group 16 EXHIBIT C
Activity Schedule
Approximate Schedule:
Agenda Item #13.1.
2024 Template Professional Services
Agreement - Efficiency and Business
Transformation Study Matrix Consulting Group
Final Audit Report 2025-06-03
Created: 2025-06-03
By: Andrew Bradley ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAA9m1x78xcZ1PBSQw6IbSK_touH9stbjrk "2024 Template Professional Services Agreement - Efficiency an d Business Transformation Study Matrix Consulting Group" Hist ory
Document created by Andrew Bradley ([email protected]) 2025-06-03 - 8:33:31 PM GMT
Document emailed to Alan D. Pennington ([email protected]) for signature 2025-06-03 - 8:33:36 PM GMT
Email viewed by Alan D. Pennington ([email protected]) 2025-06-03 - 8:52:20 PM GMT
Document e-signed by Alan D. Pennington ([email protected]) Signature Date: 2025-06-03 - 8:52:50 PM GMT - Time Source: server Agreement completed.
2025-06-03 - 8:52:50 PM GMT
Agenda Item #13.1.
CITY OF ST. HELENA
RESOLUTION NO. 2025-__
Resolution Authorizing the City Manager to Execute a
Professional Services Agreement with Matrix Consulting Group to perform an Efficiency and Transformation Study for a total contract amount not-to-exceed $90,960, with an option to extend for two additional years.
RECITALS
A. On March 28, 2025, a Request for Proposals (RFP) was issued to solicit proposals from qualified firms to conduct an Efficiency and Transformation Study; and B. The City received seven responses in response to the RFP; and C. Following an initial evaluation, the top three firms were invited to participate in interviews; and
D. Based on a comprehensive review of qualifications, relevant experience, proposed pricing, and overall approach, staff recommends the selection Matrix Consulting Group; and
E. The City desires to hire a Consultant to perform an Efficiency and Transformation Study not to exceed $90,960.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
1. Authorize the City Manager to execute a Professional Services Agreement with Matrix Consulting Group for an Efficiency and Business Transformation Study for a total contract amount not-to-exceed $96,960.
2. Funding is as follows:
Description Fund GL Account Amount
FY 25-26 Operating
Budget General Fund 101-42-00-21-45 96,960
Total Not-To-Exceed 96,960
Agenda Item #13.1.
Approved at a Regular Meeting of the St. Helena City Council on June 10, 2025, by the following vote:
Mayor Paul Dohring:
Vice Mayor Deasy:
Council Member Barak:
Council Member Spadarotto:
Council Member Summers:
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #13.1.
Efficiency and
Business
Transformation Study
June 10, 2025
Agenda Item #13.1.
Background
January 14, 2025
Council Member Barak proposed an agendized discussion to reduce costs through optimization and modernization
City Council supported adding to a future agenda
January 28, 2025
Staff Report was presented listing actions staff has already undertaken to enhance efficiency and improve processes
Recommended City utilize services of a consult to improve efficiency and business transformation
Agenda Item #13.1.
RFP Process
Released on March 28, 2025
Deadline to submit was April 25, 2025
7 Responses
Blackberg Group
Business Management Associates (BMA)
Gunter Consulting Inc.
Matrix Consulting Group
NiVack Group
PeopleOps Plus
Raftelis
Agenda Item #13.1.
Review Criteria
Relevant Experience and Qualifications
Understanding of Project Scope
Proposed Methodology and Approach
Value and Cost-Effectiveness
Clarity of Deliverables and Timeline
Agenda Item #13.1.
Interviews
Each firm was scored and top three were interviewed
via Zoom/Microsoft Teams
Interviews took place on May 22 and May 28 with:
Blackberg Group
Matrix Consulting Group
NiVack Group
Interview questions focused on:
Organizational Analysis
Technology Assessment
Capacity to Deliver Actionable Recommendations Suited to a Small, Full-Service City Like St. Helena.
Agenda Item #13.1.
Decision
After a thorough evaluation process, the panel
unanimously recommended Matrix Consulting Group for
contract award based on the following strengths:
Demonstrated success conducting transformation studies in similar-sized municipalities
A thoughtful and phased methodology that balances efficiency, service quality, and fiscal discipline
A well-qualified, multidisciplinary team with expertise in municipal operations, organizational development, and digital modernization
Strong references and evidence of measurable outcomes in past projects
Agenda Item #13.1.
Project Timeline
July 1, 2025
Work Begins
Phased Approach:
Current State Profile (July)
Service Delivery Evaluation (August & September)
Organization Structure and Staffing Analysis (September & October) Fiscal Efficiency Review (September & October)
Report and Implementation Plan (October to January)
Late 2025 or Early 2026
Preliminary Findings Delivered to City Manager and City Council Agenda Item #13.1.