CITY OF STOCKTON
STANDARD AGREEMENT
1. This Agreement is entered into between the City of Stockton (“City”) and Matrix Consulting Group, Ltd. (“Contractor”) to provide an Operational and Organizational Assessment of the Public Works Department,
as set forth in Exhibit A to this Agreement.
2. The term of this Agreement is as follows, unless amended as described in Exhibit A and Exhibit C section 8:
Commences on: Upon execution Terminates on: December 30, 2024 One Hundred Nine Thousand Dollars
4. The complete Agreement consists of all the following Agreement documents which by reference are incorporated and made a part of this Agreement. The parties agree to comply with the terms and conditions of this Agreement.
(a) Exhibit A – Statement of Work
(b) Exhibit B – Insurance
(c) Exhibit C – General Terms & Conditions
(d) Exhibit D – Professional Services Special Terms & Conditions (e) Exhibit E – Compensation Schedule
(f) Exhibit F – Timeline
(g) Exhibit G - Special Funding Terms & Conditions ARPA (If applicable check box) YES IN WITNESS WHEREOF, the authorized parties have executed this Agreement.
CONTRACTOR
Matrix Consulting Group, Ltd.
Contractor’s Name (if other than an individual, state whether a corporation, partnership, etc.):
Authorized Signature Date
Printed Name and Title of Person Signing
Richard Brady, President
Address
1650 S. Amphlett Blvd., Suite 213, San Mateo, CA 94402
CITY OF STOCKTON
Harry Black, City Manager Date
ATTEST:
Eliza R. Garza CMC, City Clerk
APPROVED AS TO FORM:
Lori M. Asuncion, City Attorney
BY:
(Rev. 10.27.22)
3. The maximum not to exceed amount to be paid to Contractor for the term of this Agreement, including if authorized, reimbursement of expenses, is: $ 109,000,00 Agreement Number:
1 Richard Brady
10-3-23
ATTACHMENT A
(Rev. 10.30.18)
EXHIBIT A
STATEMENT OF WORK
1. Project Objectives
1.1 The City is contracting with Matrix Consulting Group, Ltd. (“Contractor”) in the amount of One Hundred Nine Thousand Dollars ($109,000) to provide an Operational and Organizational Assessment of the City of Stockton Public Works Department.
2. Project Scope
See attached proposal scope of work (See Attachment A – Section 3: Project Approach).
2.1 Evaluate the organization, operations, and service delivery of the Public Works Department.
2.2 Identify areas to implement best practices from other industry leaders.
2.3 Work with the City’s Project Team, composed of key stakeholders, to refine recommendations and develop potential implementation strategies and costs.
2.4 Provide a written Final Assessment Report and Implementation Plan.
3. Major Deliverables
3.1 Provide Project Initiation and Kickoff Meeting
3.2 Develop an Existing Condition Assessment
3.3 Conduct Stakeholder Engagement
3.4 Conduct an Operational Assessment
3.5 Conduct a Staffing and Organizational Assessment
3.6 Prepare a comprehensive Draft and a Final Report that summarizes the entire analysis, recommendations, and Implementation Plan
4. Tasks That Support the Deliverables
Each task supports a major deliverable with corresponding number in Section 3. 2 ATTACHMENT A
(Rev. 10.30.18)
4.1 Project Team will develop a kickoff meeting agenda and provide a project schedule, data collection list, and updated work plan to the City’s project coordinator(s) and schedule initial interviews with staff.
4.2 Develop a current state assessment summarizing the current organizational staffing levels and vacancies, roles, supervisor ratios, workload, and technology used by the Department.
4.3 Develop a summary of internal and external customer feedback from interviews, surveys, and focus group meetings identifying key trends and issues.
4.4 Develop a summary of the analysis and key findings in work practices, policies and procedures, service levels, customer service, operations, and use of technology in the Public Works Department.
4.5 Develop a summary of the analysis and key findings in organizational structure, staffing allocation and resources, and management practices.
4.6 Provide opportunity for City’s Project Team to review and provide feedback on all reports prior to finalization. Complete a Draft and Final Assessment Report, including recommendations, and an Implementation Plan.
Draft Report must include, but is not limited to:
• Preliminary findings
• Issues outside identified scope of work that may impact the Department
• Issues outside identified scope of work that may require further analysis or actions on the part of the City
Implementation Plan must be a roadmap to move from existing conditions to the organization being recommended, and to assist the City and Department leadership in managing and tracking implementation and ongoing reporting of effectiveness.
Final Assessment and Implementation Plan must include, but are not limited to:
• Organizational restructuring proposal and recommendations • Process improvement recommendations, including how
improvements enhance efficiency and service quality
• Contract and project management
• Metrics and key performance indicators for tracking progress, evaluation and reporting on success of recommendations
• Internal and external service delivery model
3 ATTACHMENT A
(Rev. 10.30.18)
• Implementation timeline, along with clear budget breakdown for entire process
• Change management and communication strategy
Criteria of Acceptance for Deliverables
Deliverables, designed as recommendations, will be objective and data driven.
Recommendations will not be based on opinions or simple comparative measures, but on a comprehensive understanding of the City’s unique service level goals, workloads, risks, regulations, and operating environment.
Consultant will approach project with a firm grounding in analytical methodology, and will provide a detailed analysis of specific issues, with impacts identified and analyzed in detail, to ensure that recommendations can be implemented and reasons for change understood.
5. Notices
Pursuant to Exhibit C – General Terms and Conditions, Paragraph 15 – Notices, the mailing address for all required notices is as follows:
Contractor: Matrix Consulting Group, Ltd. City: City of Stockton Attn: Richard Brady Attn City Manager
1650 S. Amphlett Blvd., Suite 213 425 N. El Dorado Street San Mateo, CA 94402 Stockton, CA 95202
6. Key Personnel
Jen Winter, Project Manager [email protected] (319) 389-5575 Chas Jordan, Lead Analyst [email protected] (727) 455-7195 Joe McDonald, Analyst [email protected] (941) 807-7659 Will Crew, Deputy City Manager [email protected] (209) 937-7182 Alex Bailey, Program Manager III [email protected] (209) 937-8205
10. Option to Renew
The term of the Agreement may be extended up to one (1) year by a written amendment executed by both parties. However, the total term of the Agreement including the extended term shall not exceed three (3) years. 4 ATTACHMENT A
REV 2022-05-17
Exhibit B:
Insurance Requirements for Professional Services
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non- owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
(Not required if consultant provides written verification of no employees)
4. Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant’s profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City of Stockton requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Stockton.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
5 ATTACHMENT A
REV 2022-05-17
Additional Insured Status
The City of Stockton, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Additional insured Name of Organization shall read “City of Stockton, its officers, officials, employees, and volunteers.” Policy shall cover City of Stockton, its officers, officials, employees, and volunteers for all locations work is done under this contract.
Primary Coverage
For any claims related to this contract, the Contractor’s insurance coverage shall be primary and non-contributory and at least as broad as ISO CG 20 01 04 13 as respects the City of Stockton, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City of Stockton, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. This requirement shall also apply to any Excess or Umbrella liability policies. The City of Stockton does not accept endorsements limiting the Contractor’s insurance coverage to the sole negligence of the Named Insured.
Umbrella or Excess Policy
The Contractor may use Umbrella or Excess Policies to provide the liability limits as required in this agreement. This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City of Stockton.
Waiver of Subrogation
Contractor hereby grants to City of Stockton a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City of Stockton by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this 6 ATTACHMENT A
REV 2022-05-17
provision applies regardless of whether or not the City of Stockton has received a waiver of subrogation endorsement from the insurer.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City of Stockton. The City of Stockton may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City of Stockton. The CGL and any policies, including Excess liability policies, may not be subject to a self-insured retention (SIR) or deductible that exceeds $25,000 unless approved in writing by City of Stockton. Any and all deductibles and SIRs shall be the sole responsibility of Contractor or subcontractor who procured such insurance and shall not apply to the Indemnified Additional Insured Parties. City of Stockton may deduct from any amounts otherwise due Contractor to fund the SIR/deductible. Policies shall NOT contain any self-insured retention (SIR) provision that limits the satisfaction of the SIR to the Named. The policy must also provide that Defense costs, including the Allocated Loss Adjustment Expenses, will satisfy the SIR or deductible. City of Stockton reserves the right to obtain a copy of any policies and endorsements for verification.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City of Stockton.
Claims Made Policies
If any of the required policies provide claims-made coverage:
1. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims- made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
7 ATTACHMENT A
REV 2022-05-17
Verification of Coverage
Contractor shall furnish the City of Stockton with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause and a copy of the Declarations and Endorsements Pages of the CGL and any Excess policies listing all policy endorsements. All certificates and endorsements and copies of the Declarations & Endorsements pages are to be received and approved by the City of Stockton before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City of Stockton reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. City of Stockton reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City of Stockton is an additional insured on insurance required from subcontractors.
Duration of Coverage
CGL & Excess liability policies for any construction related work, including, but not limited to, maintenance, service, or repair work, shall continue coverage for a minimum of 5 years for Completed Operations liability coverage. Such Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
Special Risks or Circumstances
City of Stockton reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Certificate Holder Address
The address for mailing certificates, endorsements and notices shall be:
City of Stockton
Its Officers, Officials, Employees, and Volunteers
400 E Main Street, 3rd Floor – HR
Stockton, CA 95202
8 ATTACHMENT A
(Rev. 10.30.18; Mod 05.08.23 RM)
EXHIBIT C
GENERAL TE
RMS AND CONDITIONS
1. Goods, Equipment and Services. Subject to the terms and conditions set forth in this Agreement, Contractor shall provide to City the services described in Exhibit A of the Agreement. Contractor shall provide said services at the time, place and in the manner specified in Exhibit A of the Agreement.
2. City Assistance, Facilities, Equipment and Clerical Support. Except as set forth in Exhibit A, Contractor shall, at its sole cost and expense, furnish and maintain all facilities and equipment that may be required for furnishing services pursuant to this Agreement. If applicable, City shall furnish to Contractor only the facilities and equipment listed in Exhibit A to the Agreement.
3. Compensation. City shall pay Contractor for services rendered pursuant to this Agreement as described more particularly in Exhibit A and Exhibit E to the Agreement.
3.1 Invoic
es submitted by Contractor to City must contain a brief description of work performed, time spent and City reference number. Within thirty (30) days of receipt of Contractor’s invoice, City will review invoice, and if acceptable make payment on approved invoice.
3.2 Upon compl
etion of work and acceptance by City, Contractor shall have sixty (60) days in which to submit final invoicing for payment. An extension may be granted by City upon receiving a written request thirty (30) days in advance of said time limitation. The City shall have no obligation or liability to pay any invoice for work performed which the Contractor fails or neglects to submit within sixty (60) days, or any extension thereof granted by the City, after the work is accepted by the City.
4. Sufficiency of Contractor ’s Work . All Contractor services, work, and deliverables shall be performed in a good and workmanlike manner with due diligence in accordance with the degree of skill normally exercised by similar contractors supplying services and work of a similar nature, and in conformance with applicable laws, codes and professional standards. Contractor ’s work sh all be adequate and sufficient to meet the purposes of this Agreement.
5. Ownership of Work . All reports, work product, all other documents completed or partially completed by Contractor or its approved subcontractors, in performance of this Agreement, and if applicable, drawings, designs, and plan review comments shall become the property of the City. Any and all copyrightable subject matter in all materials is hereby assigned to the City and the Contractor and its approved subcontractors agree 9 ATTACHMENT A
(Rev. 10.30.18; Mod 05.08.23 RM)
to execute any additional documents that may be necessary to evidence such assignment. All materials shall be delivered to the City upon completion or termination of the work under this Agreement. If any materials are lost, damaged or destroyed before final deliver y to the City, the Contractor shall replace them at its own expense.
Contractor and its approved subcontractors shall keep materials confidential. Materials shall not be used for purposes other than performance of services under this Agreement and shall not be disclosed to anyone not connected with these services, unless the City provides prior written consent.
6. Timeliness. Time is of the essence in this Agreement. Further, Contractor acknowledges that the failure of Contrac tor to comply with the time limit s described in Exhibit A and Exhibit F may result in economic or other losses to the City.
7. Changes. Both parties to this Agreement understand that it may become desirable or necessary during the term of this Agreement for City to modify the scope of services provided for under this Agreement. Any material extension or change in the scope of work shall be discussed with City and the change and cost shall be memorialized in a written amendment to the original contract prior to the performance of the additional work. Until the amendment is so executed, City will not be responsible to pay any charges Contractor may incur in performing such additional services, and Contractor shall not be required to perform any such additional services.
8. Amendment. No variation of the terms of this Agreement shall be valid unless an amendment is made in writing and signed by both parties.
9. Contractor’s Status.
9. 1 In performing the obligations set forth in this Agreement, Contractor shall have the status of an independent contractor and Contractor shall not be considered to be an employee of the City for any purpose. All persons working for or under the direction of Contractor are its agents and employees and are not agents or employees of City. Contractor by virtue of this Agreement, has no authority to bind or incur any obligation on behalf of City. Except as expressly provided in Exhibit A, Contractor has no authority or responsibility to exercise any rights or power vested in the City. No agent, officer or employee of the City is to be considered an employee of the Contractor. It is understood by both Contractor and City that this Agreement shall not be construed or considered under any circumstances to create an employer-employee relationship or a joint venture.
9.2 Contractor shall determine the method, details and means of performing the work and services to be provided by Contractor under this Agreement. Contractor shall be responsible to City only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, shall not be subjected to City's 10 ATTACHMENT A
(Rev. 10.30.18; Mod 05.08.23 RM)
control with respect to the physical action or activities of Contractor in fulfillment of this Agreement. Con tractor has control over the manner and means of performing the services under this Agreement. If necessary, Contractor has the responsibility for employing other persons or firms to assist Contractor in fulfilling the terms and obligations under this Agreement.
9.3 If in the performance of this Agreement any third persons are employed by Contractor, such persons shall be entirely and exclusively under the direction, supervision and control of Contractor. All terms of employment including hours, wages, working conditions, discipline, hiring and discharging or any other term of employment or requirements of law shall be determined by the Contractor.
9.4 It is further understood and agreed that Contractor must issue W -2 forms or other forms as required by law for income and employment tax purposes for all of Contractor's assigned personnel under the terms and conditions of this Agreement.
10. Subcontractor.
10.1 Subcontractors shall not be recognized as having any direct or contractual relationship with City. Contractor shall be responsible for the work of subcontractors, which shall be subject to the provisions of this Agreement. Subcontractors will be provided with a copy of the Agreement and be bound by its terms. Contractor is responsible to City for the acts and omissions of its subcontractors and persons directly or indirectly employed by them.
10.2 If in the performance of this Agreement any third persons are employed by Contractor, such persons shall be entirely and exclusively under the direction, super vision and control of Contractor. All terms of employment including hours, wages working conditions, discipline, hiring, and discharging or any other term of employment or requirement of law shall be determined by Contractor.
10.3 It is further understood and agreed that Contractor must issue W -2 forms or other forms as required by law for income and employment tax purposes for all of Contractor’s personnel.
11. Termination.
11.1 Termination for Convenience of City. The City may terminate this Agreement at any time by mailing a notice in writing to Contractor. The Agreement shall then be deemed terminated, and no further work shall be performed by Contractor. If the Agreement is so terminated, the Contractor shall be paid for the work actually completed at the time the notice of termination is received. 11 ATTACHMENT A
(Rev. 10.30.18; Mod 05.08.23 RM)
11. 2 Should either party default in the performance of this Agreement or materially breach any of its provisions, the other party, at that party ’s option, may terminate this Agreement by giving written notification to the other party.
11.3 Funding- Non-Appropriation. It is mutually understood between the Parties that payment to the Contractor for performance shall be dependent upon the availability of appropriations by the City Council for the purposes of this Agreement. No legal liability on the part of the City for any payment may arise under this Agreement until funds are made available and until the Contractor has received funding availability, which will be confirmed in writing. If funding for any fiscal year is reduced or deleted, or if the City loses funding for any reason, the City, in its sole discretion, shall have the option to either (a) cause this Agreement to be canceled or terminated pursuant to applicable provisions of the Agreement; or (b) offer to amend the Agreement to reflect the reduced funding for this Agreement.
12. Non-Assignability. The Contractor s hall not assign, sublet, or transfer this Agreement or any interest or obligation in the Agreement without the prior written consent of the City, and then only upon such terms and conditions as City m ay set forth in writing. Contractor shall be solely responsible for reimbursing subcontractors.
13. Indemnity and Hold Harmless
. To the fullest extent permitted by law,
Contractor shall hold harmless, defend and
indemnify City of Stockton and
its officers, officials, employees and volunteers from and against any and all liability, loss, damage, expense, costs
(including without limitation costs and
fees of litigation) of every nature
arising out of or in connection with
Contractor’s performance of work hereunder or its failure to comply with any of its obligations contained in this
agreement, except such loss or damage
which was caused by the sole
negligence or willful misconduct of the City
of Stockton. This obligation is independent of, and shall not in any way be limited by, the minimum insurance obligations
contained in this agreement.
These obligations shall survive the completion or termination of this agreement.
14. Insurance. During the
term of this Agreement, Contractor shall maintain in
full force and effect at its own cost and expense the insurance coverage as set forth in the attached Exhibit B to this Agreement
and shall otherwise comply with the
other provisions of E
xhibit B to this Agreement.
15. Notices. All notices herein required shall be in writing and shall be sent by certified or registered mail, postage prepaid, addressed in Exhibit A to this Agreement.
16. Conformance to Applicable Laws.
Contractor shall comply with all
applicable Federal, State, and Municipal laws, rules, and ordinances. Contractor shall not discriminate in the employment of persons or in the provision of services under this Agreement
on the basis of any legally protected classification, including race, color, national origin, ancestry, sex or religion of such person. 12 ATTACHMENT A
(Rev. 10.30.18; Mod 05.08.23 RM)
17. Licenses, Certifications and Permits . Prior to the City ’s execution of this Agreement and prior to the Contractor’s engaging in any operation or activity set forth in this Agreement, Contractor shall obtain a City of Stockton business license, which must be kept in effect during the term of this Agreement. Contractor covenants that it has obtained all certificates, licenses, permits and the like required to perform the services under this Agreement. Such licenses, certificates and permits shall be maintained in full force and effect during the term of this Agreement.
18. Records and Audits . Contractor shall maintain all records regarding this Agreement and the services performed for a period of three (3) years from the date that final payment is made. At any time during normal business hours, the records shall be made available to the City to inspect and audit. To the extent Contractor renders services on a time and materials basis, Contractor shall maintain complete and accurate accounting records, in a form prescribed by City or, if not prescribed by City, in accordance with generally accepted accounting principles, such records to include, but not be limited to, payroll records, attendance cards, time sheets, and job summaries.
19. Confidentiality. Contractor shall exercise reasonable precautions to prevent the unauthorized disclosure and use of City reports, information or conclusions.
20. Conflicts of Interest . Contractor covenants that other than this Agr eement, Contractor has no financial interest with any official, employee or other representative of the City. Contractor and its principals do not have any financial interest in real property, sources of income or investment that would be affected in any m anner of degree by the performance of Contractor ’s services under this Ag reement. If such an interest arises, Contractor shall immediately notify the City.
21. Waiver . In the event either City or Contractor at any time waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of any other or succeeding breach of this Agreement, whether of the same or of any other covenant, condition or obligation. No payment, partial payment, acceptance, or partial acceptance by City shall operate as a waiver on the part of City of any of its rights under this Agreement.
22. Governing Law . California law shall govern any legal action pursuant to this Agreement with venue for all claims in the Superior Court of the County of San Joaquin, Stockton Branch or, where applicable, in the Federal District Court of California, Eastern District, Sacramento Division.
23. No Personal Liability. No official or employee of City shall be personally liable to Contractor in the event of any default or breach by the Cit y or for any amount due Contractor.
13 ATTACHMENT A
(Rev. 10.30.18; Mod 05.08.23 RM)
24. Severability. If any portion of this Agreement or application thereof to any person or circumstance shall be declared invalid by a court of competent jurisdiction or if it is found in contravention of any federal, state or city statue, ordinance or regulation the remaining provisions of this Agreement or the application thereof shall not be invalidated thereby and shall remain in full force and effect to the extent that the provisions of this Agreement are severable.
25. Non-Discrimination. During the performance of this Agreement, Contractor and its officers, employees, agents, representatives or subcontractors shall not unlawfully discriminate in violation of any federal, state, or local law, rule or regulation against any employee, applicant for employment or person receiving services under this Agreement because of race, religion, color, national origin, ancestry, physical or mental disability, medical condition (including genetic characteristics), marital status, age, political affiliation, gender identity, gender expression, sex or sexual orientation, family and medical care leave, pregnancy leave, or disability leave. Contractor and its officers, employees, agents, representative or subcontractors shall comply with all applicable Federal, State and local laws and regulations related to non- discrimination and equal opportunity, including without limitation the City ’s nondiscrimination policy; the Fair Employment and Housing Act (Government Code sections 12990 (et seq.); California Labor Code sections 1101, 1102 and 1102.1; the Federal Civil Rights Act of 1964 (P.L. 88-352), as amended; and all applicable regulations promulgated in the California Code of Regulation or Code of Federal Regulations. Title VI of the Civil Rights Act of 1964 requires that “no person in the United States shall, on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial
assistance.” (42 USC Section 2000d).
http://www.dol.gov/oasam/regs/statutes/titlevi.htm. The City requires compliance with the requirements of Title VI in all of its programs and activities regardless of funding source.
26. Force Majeure. Neithe r party shall be responsible for delays or failures in performance resulting from acts of God, acts of civil or military authority, terrorism, fire, flood, strikes, war, epidemics, pandemics, shortage of power or other acts or causes reasonably beyond the control of that party. The party experiencing the force majeure event agrees to give the other party notice promptly following the occurrence of a for ce majeure event, and to use diligent efforts to re- commence performance as promptly as commercially practicable.
27. Taxes and Charges. Contractor shall be responsible for payment of all taxes, fees, contributions or charges applicable to the conduct of the Contractor’s business.
28. Cumulative Rights. Any specific right or remedy provided in this Agreement will not be exclusive but will be cumulative of all other rights and remedies to which may be legally entitled.
14 ATTACHMENT A
(Rev. 10.30.18; Mod 05.08.23 RM)
29. Advice of Attorney. Each party warrants and represents that in executing this Agreement, it has received independent legal advice from its attorn eys or the opportunity to seek such advice.
30. Heading Not Controlling. Headings used in this Agreement are for reference purposes only and shall not be considered in construing this Agreement.
31. Entire Agreement, Integration, and Modification.
31.1 This Agreement represents the entire integrated agreement between Contractor and the City; supersedes all prior negotiations, representations, or agreements, either written or oral between the parties and may be amended only by a written Amendment signed by the Contractor and City Manager.
31.2 All Exhibits to this Agreement and this Agreement are intended to be construed as a single document.
32. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.
33. Authority. The individual(s) executing this Agreement represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities.
15 ATTACHMENT A
(Rev. 07.12.22)
EXHIBIT D
PROFESSIONAL SERVICES SPECIAL TERMS AND CONDITIONS
1. Definitions. The following words and phrases have the following meanings for purposes of this Agreement:
1.1 "Services" means, collectively, the services, duties and responsibilities described in Exhibit A of this Agreement and any and all work necessary to complete them or carry them out fully and to the standard of performance required in this Agreement.
1.2 “Deliverable” means quantifiable goods or services that will be provided upon completion of a project. A deliverable is any tangible material, work or thing delivered by one party to the other, including associated technical documentation. A deliverable can be tangible or intangible parts of the development process, and often are specified functions or characteristics of the project.
2. General. The following terms and conditions are applicable for the Professional Services only. The special conditions shall be read in conjunction with the Standard Agreement, General Terms and Conditions (“GTC”) Exhibit C, and all other Exhibits identified in the Standard Agreement.
2.1 Where any portion of the GTC is in conflict to or at variance with any provisions of the Special Conditions of the Agreement, then unless a different intention stated, the provision(s) of the Special Conditions of the Agreement shall be deemed to override the provision(s) of GTC only to the extent that such conflict or variations in the Special Conditions of the Agreement are not possible of being reconciled with the provisions of the GTC.
2.2 In the case of modification of a part or provision of the GTC, the unaltered part or provision, or both shall remain in effect. The Special Conditions shall relate to a particular project and be peculiar to that project but shall not weaken the character or intent of the GTC.
3. Time for Performance.
3.1 Contractor shall perform the services according to the schedule contained in Exhibit F.
3.2 Timeliness of Performance i) Contractor shall provide the S ervices, and Deliverables within the term and within the time limits required under this Agreement, pursuant to the provisions of Exhibit A and Exhibit F. ii) Neither Contractor nor Contractor’s agents, employees nor subcontractors are entitled to any damages from the City, nor is any party entitled to be reimbursed by the City, for damages, charges or other 16 ATTACHMENT A
(Rev. 07.12.22)
losses or expenses incurred by Contractor by reason of delays or hindrances in the performance of the Services, whether or not caused by the City.
4. Standard of Performance
In addition to Exhibit C, Section 4 and 17, Contractor agrees as follows:
4.1 Contractor’s S ervices shall 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 member s of Contractor’s profession currently practicing under similar conditions. Contractor shall comply with the profession’s standard of performance, applicable laws, regulations, and industry standards . By delivery of completed work, Contractor certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws. If Contractor is retained to perform services requiring a license, certification, registration or other similar requirement under California law, Contractor shall maintain that license, certification, registration or other similar requirement throughout the term of this Agreement.
4.2 Contractor acknowledges that it is entrusted with or has access to valuable and confidential information and records of the City and with respect to that information, Contractor agrees to be held to the standard of care of a fiduciary. Contractor shall assure that all services that require the exercise of professional skills or judgment are accomplished by professionals qualified and competent in the applicable discipline and appropriately licensed, if required by law. Contractor must provide copies of any such licenses. Contractor remains responsible for the professional and technical accuracy of all Services or Deliverables furnished, whether by Contractor or its s ubcontractors or others on its behalf. All Deliverables must be prepared in a form and content satisfactory to the Using Agency and delivered in a timely manner consistent with the requirements of this Agreement.
4.3 If Contractor fails to comply with the foregoing standards, Contractor must perform again, at its own expense, all Services required to be re-performed as a direct or indirect result of that failure. Any review, approval, acceptance or payment for any of the Services by the City does not relieve Contractor of its responsibility for the professional skill and care and technical accuracy of its Services and Deliverables. This provision in no way limits the City’s rights against Contractor either under this Agreement, at law or in equity.
5. Compensation
5.1 In addition to Section 3 Compensation in Exhibit C – GTC, the Contractor shall be compensated for the services provided under this Agreement as follows:
5.1.1 Contractor shall be compensated for services rendered and accepted under this Agreement and shall be paid monthly, in arrears on a not to exceed 17 ATTACHMENT A
(Rev. 07.12.22)
basis, based upon the rates set forth in Exhibit E attached hereto and made a part of this Agreement. Contractor may vary the compens ation for each task in Exhibit E provided that the total project compensation listed in Exhibit E and the Standard Agreement is not exceeded.
6. Personnel
6.1 None of the work or services covered by this Agreement shall be subcontracted without the prior written approval of the City. Any work or services subcontracted hereunder shall be specified by written agreement and shall be subject to each provision of this Agreement. Contractor shall provide subcontractor a copy of this fully executed Agreement.
6.2 Contractor agrees to assign only competent personnel according to the reasonable and customary standards of training and experience in the relevant field to perform services under this Agreement. Failure to assign such competent personnel shall constitute grounds fo r termination of this Agreement. The payment made to Contractor pursuant to this Agreement shall be the full and complete compensation to which Contractor and Contractor’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Agreement. Neither Contractor nor Contractor’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. The City will not make any federal or state tax withholdings on behalf of Contractor. The City shall not be required to pay any workers' compensation insurance on behalf of Contractor. Contractor shall pay, when and as due, any and all t axes incurred as a resul t of Contractor’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
6.3 Key Personnel : Because of the special skills required to satisfy the requirements of this Agreement, Contractor shall not reassign or replace key p ersonnel without the written consent of the City, which consent the City wi ll not unreasonably withhold. "key p ersonnel" means those job titles and the persons assigned to those positions in accordance with the provisions of this Agreement. The City may at any time in writing notify Contractor that the City will no longer accept performance of Services under this Agreement by one or more Key Personnel listed. Upon that notice Contractor shall immediately suspend the services of the key person or persons and must replace him or them in accordance with the term s of this Agreement. A list of k ey personnel is found in Exhibit A, Scope of Services.
7. Reports and Information
Contractor shall at such times and in such forms as the City may require furnish the City such periodic reports as it may request pertaining to the work or services undertaken pursuant to this Agreement, the costs and obligations incurred or to be incurred in connection therewith, and any other matters are covered by this Agreement as specified in Exhibit A and Exhibit E.
18 ATTACHMENT A
(Rev. 07.12.22)
8. Findings Confidential
All of the reports, information, data, et cetera, prepared or assembled by the Contractor under this Agreement are confidential and the Contractor agrees that they shall not be made available to any individual or organization without the prior written approval of the City. Contractor shall not be required under the provisions of this paragraph to keep confidential any data or information which is or becomes publicly available, is required by applicable law or by proper legal or governmental authority, is already rightfully in the Contractor’s possession without obligation of confidentiality, is independently developed by Contractor outside the scope of this Agreement or is rightfully obtained from third parties. Contractor shall give City prompt notice of any such legal or governmental demand and reasonably cooperate with City in any effort to seek a protective order or otherwise to contest such required disclosure.
9. Copyright
No materials, including but not limited to reports, maps, or documents produced as a result of this Agreement, in whole or in part, shall be available to Contractor for copyright purposes. Any such materials produced as a result of this Agreement that might be subject to copyright shall be the property of the City and all such rights shall belong to the City, and the City shall be sole and exclusive entity who may exercise such rights.
10. Deliverables
Contractor shall prepare or provide to the City various Deliverables. "Deliverables" include work product, such as written reviews, recommendations, reports and analyses, produced by Contractor for the City. The City may reject Deliverables that do not include relevant information or data, or do not include all documents or other materials specified in this Agreement or reasonably necessary for the purpose for which the City made this Agreement or for which the City intends to use the Deliverables. If the C ity determines that Contractor has failed to comply with the foregoing standards, it has 30 days from the discovery to notify Contractor of its failure. If Contractor does not correct the failure, or if it is possible to do so, within 30 days after receipt of notice from the City specifying the failure, then the City, by written notice, may treat the failure as a default of this Agreement.
Partial or incomplete Deliverables may be accepted for review only when required for a specific and well-defined purpose and when consented to in advance by the City. Such Deliverables will not be considered as satisfying the requirements of this Agreement and partial or incomplete Deliverables in no way relieve Contractor of its commitments under this Agreement.
11. Applicable Laws
Deliverables must conform with all applicable federal, state, and local laws. Such conformity includes compliance with federal sanctions, and Contractor certifies that it has not and will not engage in prohibited transactions with sanctioned persons or entities. 19 ATTACHMENT A
(Rev. 10.30.18)
EXHIBIT E
COMPENSATION SCHEDULE
The Contractor shall be compensated for the services identified in Exhibit A, Exhibit C, Exhibit D and Attachment B to this Agreement as follows:
1. Project Price
1.1 The maximum the Contractor shall be paid on this Agreement is $109,000.00. Nothing in this Agreement requires the City to pay for work that does not meet the Standard of Performance identified in Exhibit D section 4 or other requirements of this Agreement.
1.2 Standard Reimbursable Items: Only the reimbursable items identified in Exhibit A , C, and D (Compensation) and Attachment B , shall be compensated to the Contractor. Reimbursable expenses will be reimbursed without markup. Fees plus reimbursable expenses shall not exceed the amount set forth in section 1.1 of this Exhibit and a copy of the original invoice for the items listed in i, ii or iii below shall be attached to the invoice submitted to the C ity for reimbursement. Payments shall be based upon work documents submitted by the Contractor to the C ity and accepted by the C ity as being satisfactory to City’s needs. The City shall not pay a markup on any of the items listed in i, ii or iii. Additionally, items such a telephone, fax, postage or freight are already included in the billable hourly rate. Contractor shall be reimbursed the direct expenses, which are the actual cost of the following items that are reasonable, necessary and actually incurred, by the Contractor in connection with the services:
i. Expenses, fees or charges for printing, reproduction or binding of documents at actual costs with no markup added to the actual cost. ii. Any filing fees, permit fees, or other fees paid or advanced by the Contractor at actual costs with no markup added to the actual cost. iii. Travel expenses shall be reimbursed in accordance with the C ity’s travel policy, which is incorporated herein by reference.
Reimbursement shall be made at actual costs with no markup added to the actual cost.
1.3 The Contractor shall be entitled to receive payments for its work performed pursuant to the Agreement. The City will pay Contractor based on invoices for acceptable work performed and approved until the “not to exceed” amount is reached.
Thereafter, Contractor must complete services based on the Agreement without additional compensation unless there is a material change to the Statement of Work and Scope by a written Amendment.
20 ATTACHMENT A
(Rev. 10.30.18)
1.4 If work is completed before the “not to exceed” amount is reached, the Contractor’s compensation will be based on the Contractor’s invoices previously submitted for acceptable work performed and approved.
1.5 Subcontractor Costs: Compensation for sub contractors shall be limited to the same restrictions imposed on the Contractor. Maximum markup Contractor may apply to subcontractor fees, minus reimbursable expenses, shall not exceed 5%.
2. Task Price . Below is the price for the services and reimbursable expenses as described in Exhibit A of this Agreement.
Task Description Task Price
1 Project Kickoff $ 2,350
2 Existing Condition Assessment $16,000
3 Stakeholder Engagement $17,400
4 Operational Assessment $35,800
5 Staffing/Organizational Assessment $16,000
6 Draft and Final Report $15,200
7 Travel Expenses $ 6,250
TOTAL PRICE $109,000
3. Hourly Rates . The following is a list of hourly rates applied by Contractor to establish the Fee Schedule (see Attachment B – Fee Schedule).
Hourly Rate Schedule
Title Role on Project
Hourly
Billable
Rates
Senior Vice President Project management $300
Senior Manager Project management $200
Manager/Sub Data analysis $175
Consultant
Data analysis, interviews,
stakeholder facilitation $125
4. Invoice to Address. Each invoice submitted shall identify the specific task(s) listed in Exhibit A and this Exhibit, and the completed work product/deliverable for the agreed upon price listed in this Exhibit. Invoices shall be submitted to the below address:
City of Stockton, City Manager’s Office
Attention: Alex Bailey
425 N. El Dorado Street
Stockton, CA 95202
21 ATTACHMENT A
(Rev, 10.27.22)
EXHIBIT F
TIMELINE
1. Contractor shall complete the requested services identified in Exhibit A as follows:
1.1 TIMELINE FOR COMPLETION OF WORK
1.1.1 Project Kickoff November 2023
1.1.2 Existing Condition Assessment Nov 2023 – February 2024
1.1.3 Stakeholder Engagement January – March 2024
1.1.4 Operational Assessment March – July 2024
1.1.5 Staffing/Org Assessment June – October 2024
1.1.6 Draft & Final Report, Implementation Plan November 2024 Deliverables associated with each task will be provided at the conclusion of the task. This is an estimated schedule and would be further refined after the project initiation and discussions with the steering committee. 22 ATTACHMENT A
23 ATTACHMENT A
8.0 PROPOSAL DOCUMENTS
Operational and Organizational Assessment of the Public Works Department PUR-24-000
SUBMITTAL DUE: THURSDAY, AUGUST 03, 2023 AT 2:00 PM (PST) RFP Submittal
Mailing, Delivery Address
and Electronic Mail
Proponent Business Name
Proponent Contact Name
Proponent Address
Proponent Phone Number
Proponent Email Address
Department of Industrial
Relations ID Number (if
applicable)
Office of the City Clerk
425 North El Dorado Street, First Floor
Stockton, CA, 95202-1997
cit�[email protected] (if applicable)
Matrix Consulting Group, Ltd.
Richard Brady, President
1650 S. Amphlett Blvd. Suite 213
San Mateo, CA 94402
(650) 858-0507
[email protected]
NIA
24 ATTACHMENT A
25 ATTACHMENT A
26 ATTACHMENT A
27 ATTACHMENT A
28 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA I 1 Corporate Structure and Organization
This section of our proposal provides an overview of our organizational structure, history, qualifications and experience, and project team.
Organizational Structure
The organization of our firm is as follows:
Richard Brady
President
Michelle Melkun Stephanie Sherrod --Admin. Manager Proposal Coard.
General
Consulting
Alan Pennington
Vice President
ggarly Aaron Ba
Senior Ma nager
neau Kate Vig
Senior Ma nager
David Br
Mana
anch
ger
rdan Chas Jo
Mana ger
onald Joe McD
Consultant
Jen Winter -- Senior Manager
-- Robin Haley
Senior Manager
Jocelyn Mathiasen -- Manager
Ian Trefren I-+-
Consultant
Cody Brem -- Consultant
Matrix Consulting Group
Public
Safety
Ian Brady
Vice President
Robert Finn -- Greg Mathews
Senior Manager Senior Manager
Devon Clunis John Scruggs --Director Manager
Kelli Sheffer Tim Donohoe --Manager Senior Consultant
Terry Lewis -- Philip Berry
Senior Consultant Senior Consultant
Ryan Peterson -Consultant
I
Fina ncial
ices Serv
I
Courtne y Ramos
esident Vice Pr
Kh ushboo Ingle
nior Manager Se
Ma dison Dixson
Consultant
Ab nash Minhas
Consultant
29 ATTACHMENT A
1 Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA History and Qualifications
The Matrix Consulting Group is a management consulting firm dedicated to providing quality analytical assistance to local governments. Our company was formed in 2002 to focus solely on providing high-quality management consulting services to the public sector. Key information about our firm is provided in the following points:
We were incorporated in California on January 1, 2003, and have been in business for over 20 years.
We are comprised of 25 full time and five part-time staff.
We have a dedicated Public Works practice area that includes former public works executives and career consultants.
Our most significant area of expertise is the provision of organizational and management assessments. As a firm, we have conducted over 200 public works specific projects and over 100 organization-wide assessments which included the evaluation of public works operations.
The Matrix Consulting Group is well-versed in the various aspects of public works operations and processes, as well as the staffing and technology needs which accompany them. We take a holistic approach to evaluating operations, processes, policies, organizational structure, and resource needs both to meet the current and projected workload. Our approach provides our clients with a comprehensive assessment of their organizations and implementable recommendations that are tailored to meet their unique needs.
Experience
Our firm has conducted management, staffing, and operations studies of more than 200 public works departments throughout the United States. Each of these studies were comprehensive assessments of public works operations and collectively cover virtually every facet of public works operations. Our experience has included the following clients:
Andover, MA
Amherst, NH
Anderson County, SC
Beverly Hills, CA
Boulder, CO
Brockton, MA
Brookline, MA
Cedar Hill, TX
Cedar Rapids, IA
Matrix Consulting Group
Haverhill, MA
Joliet, IL
Lake County, IL
Littleton, CO
Los Angeles County, CA
Los Angeles, CA
Menlo Park, CA
Milpitas, CA
Milwaukee, WI
Port Everglades, FL
San Mateo, CA
San Mateo County, CA
Santa Maria, CA
Snohomish County, WA
Springfield, MA
Spokane, WA
Sunnyvale, CA
Tiburon, CA
30 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA Falmouth, MA
DeKalb County, GA
Dublin, CA
Everett, WA
Gilroy, CA
Gloucester, MA
Niles, IL
Northampton, MA
Ogden City, UT
Oklahoma City, OK
Palo Alto, CA
Pittsburgh, PA
Torrington, CT
Vacaville, CA
Vancouver, WA
West Sacramento, CA
White Plains, NY
Windsor, CT
In addition to our dedicated public works studies, we have conducted over 100 organizational-wide studies that included as part of the scope of work the assessment of staffing and service impact analysis for public works operations. Recent clients include:
Albuquerque, NM
Augusta, GA
Avon,CT
Barstow, CA
Brattleboro, VT
Carroll County, NH
Corp. for Public
Broadcasting
DeKalb County, GA
Deltona, FL
Franklin Township, NJ
Grand County, UT
Greenbelt, MD
Project Team
Gulf Shores, AL
Half Moon Bay, CA
Johnson County, KS
Monroe County, Ml
Monrovia, CA
Montgomery College, MD
Montgomery County, MD
Montpelier, VT
Orland Park, IL
Orleans, MA
Orting, WA
Palos Verdes Estates, CA
Peoria County, IL
Portage, Ml
Rancho Mirage, CA
Rancho Palos Verdes, CA
Raymore, MO
Roseville, CA
Salt Lake County, UT
Schertz, TX
St. Cloud, FL
Sunnyvale, CA
Takoma Park, MD
Tigard, OR
Tinley Park, IL
West Milford, NJ
We have proposed a very qualified and experienced project team for this engagement.
The team will be managed by Alan Pennington, and is organized as follows:
Matrix Consulting Group
31 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Alan Pennington
Principal-in-Charge
Jen Winter
Project Manager
rdan Chas Jo
Lead An alyst
-,-
Khush boo Ingle
alyst An
ranch David B
Analy st
igg EliaTw
SubConsultant
--
t-
Joe M
An
cDonald
alyst
Stockton, CA
Resumes are provided on the following pages for our project team members.
Matrix Consulting Group
32 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA
ALAN PENNINGTON
SENIOR VICE PRESIDENT, MATRIX CONSULTING GROUP
Alan Pennington leads our General Consulting Practice which includes Public. Works and Engineering studies. Alan extensive experience conducting organizational, operational, and staffing assessments for public works operations including evaluation of the sufficiency of contracted services. He has been employed by the firm since 2005. Prior to that time, he served for over 13 years in local government positions. In his time with the firm, he has conducted over 300 studies including over 75 with a public works or engineering focus.
Experience Highlights
Downey, CA: Alan was the Project Manager and Lead Analyst on this assessment of the engineering operations within the Public Works Department. This study focused on the organizational structure, staffing requirements, and evaluation of contracted services to ensure appropriate resources were allocated based on workload.
Menlo Park, CA: Alan was the Project Manager on this engagement evaluating both the Community Development and Public Work Departments. Key recommendations included:
• Transfer of the land development function from Public Works to Community Development to improve communication and
coordination of development review activities.
• Identified improvements in operational practices to enhance capital project management.
Everett, WA: Alan was the Project Manager on this comprehensive study of the City's Public Works Department which included utilities, engineering, refuse and recycling operations, streets, stormwater, public information, grants, and building
permitting/inspection operations. Key recommendations:
• Provided staffing analysis and identified the need for additional Engineers and Engineering Technician positions.
• Greater focus on GIS utilization and implementation of a comprehensive asset management program.
Project Role: Alan will serve as the project manager and be heavily involved in all aspects of the project.
Matrix Consulting Group
Relevant Clients:
AZ Buckeye
CA Downey
CA Gilroy
CA Menlo Park
CA Palos Verdes Estates
CA Rancho Mirage
CA Santa Maria
CA South Coast Water
MA Orleans
MO Dept. of Conservation
MO Raymore
NC Fayetteville
NY Washington County
NY White Plains
SC Charleston County
TN Franklin
TN Nashville
VA Alexandria
WA Everett
WA Orting
WI Milwaukee
Years of Experience: 28
Education:
BA, University of Maine,
Public Management.
MPA, University of Maine,
Professional Association:
Association of Local
Government Auditors
(ALGA)
Government Finance
Office's Association
(GFOA)
International City-County
Management Association
(ICMA)
33 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA JEN WINTER, P.E.
SENIOR MANAGER, MATRIX CONSULTING GROUP
Jen Winter leads our Public Works and Infrastructure practice area.
She leads all public works studies including asset management, engineering, streets, traffic and transportation, public utilities, and related services. Prior to joining Matrix Jen served within local government as the Public Works Director for the City of Cedar Rapids, Iowa. She has also previously served as the Regional Director for an engineering consulting firm. Her local government experience includes:
• Strategic planning, organizational and staffing assessments, data and workload analysis, needs assessments, public
engagement, and best management practices evaluation and implementation.
• Process studies within public works and development
activities, organizational review, and process evaluation and reengineering.
• Asset management strategies critical to the planning and measurement of infrastructure.
Extensive training in and experience implementing
organizational health initiatives.
Experience Highlights
Santa Maria, CA: Jen was the project manager and lead analyst on the Operational and Organizational Review of the Public Works Department. Key recommendations included:
Implementation of operational best practices including
developing an asset management program.
Organizational and staffing improvements including the
reorganization of the Public Works Department to better align staff and services.
Vacaville, CA: Jen was the Project Manager on the City's comprehensive review of the Public Works Department including Engineering, Facilities, Streets, and Utilities. Key recommendations included:
• Implementation of operational best practices including developing an asset management program.
• Organizational and staffing improvements including the reorganization of the Engineering Division.
Project Role: Jen will serve as Project Manager.
Matrix Consulting Group
Relevant Clients:
CA Dublin
CA Gilroy
CA Marin County
CA Santa Barbara
CA San Bernardino Co.
CA Santa Maria
CA SDCWA
CA Vacaville
CA West Sacramento
FL Dunedin
FL Naples Airport
NC Fayetteville
NE Sarpy County
PA SARAA
TN Knoxville
TX Addison
WA Snohomish County
WA Thurston County
Years of Experience: 25
Education:
BS, Iowa State University,
Civil Engineering
Professional Association:
American Public Works
Association (APWA)
APWA Center for
Sustainability (Past
Chair)
APWA Iowa Chapter
Board Member
34 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA CHAS JORDAN, P.W.E., F.M.P., S.C., LEED G.A., ENV SP
MANAGER, MATRIX CONSULTING GROUP
Chas Jordan recently joined our firm and will be a consultant and analyst 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 Facilities Manager as well as a Public Works Administrative Manager in Florida. He has also previously served as Project Manager for a solid waste management consulting firm.
His local government and consulting experience includes:
• Strategic planning, organizational and staffing assessments, needs assessments, and best management practices
evaluation and implementation.
• Process studies within public activities, organizational review, and process evaluation and reengineering.
• 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
Largo, FL: Chas served as an analyst, manager and assistant department head. He managed the capital and financial aspects of the Public Works, Fire Rescue, Environmental Services, and other departments as well as serving as a major project manager for multiple major building projects.
• Served as Accreditation Manager for the Public Works and Fire Rescue Departments.
Facilitated and authored the Public Works Departments
strategic plan for over ten years, earning a Model Practice designation.
Developed standard operating procedures and departmental policies for multiple city departments.
Project Role: Chas will serve as the lead analyst.
Matrix Consulting Group
Relevant Clients:
CA OCTA
CA SDCWA
CA San Bernardino Co.
FL Miami Beach
FL Toho Water Auth.
TN Knoxville
TX Addison
Years of Experience: 18
Education:
MPA, University of North
Florida - Public
Administration
BA. University of North
Florida - Political Science
and Public Administration
Professional
Associations:
American Public Works
Association (APWA)
APWA Leadership
and Management
Committee (Past
Chair)
APWA Florida
Chapter Past
President
Florida Chapter
Member of the Year
Award Winner
Public Works
Executive Designation
Solid Waste Association
of North America
(SWANA)
35 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA
KHUSHBOOINGLE
SENIOR MANAGER, MATRIX CONSULTING GROUP
Ms. Ingle is a Senior Manager who manages cost allocation plan, user fee, development impact fee, and cost of service engagements. Her experience with the firm also includes participation in operational audit engagements focusing on reviewing organizational, staffing, and internal processes to enhance development services.
Khushboo's relevant experience include:
Completed over 100 cost of service studies for clients across the United States.
• Analysis focuses on process flows, staffing structure, workload review, and policy development for planning, building, engineering, and fire prevention services.
• Expertise also includes development of fiscal policies and procedures relating to deposit-based fees and deferred revenues.
Experience Highlights
Milpitas, CA: Khushboo served as a lead analyst on this engagement, which evaluated both the organizational structure and operational efficiencies of the community development department and its fees for service. Key analysis includes:
• Review of current workflows and staffing levels.
• Modification of current fee schedule to better reflect existing and proposed service levels due to staffing modifications.
• Provided recommendations for staffing a permit coordinator to guide applicants through the development process.
Adelanto, CA: Khushboo served as a project manager on this engagement, which reviewed overhead allocation of indirect costs, determined costs of services, including cannabis licensing and fees, and evaluated impacts associated with new development. Key analysis includes:
Expanded building permit fees to include permits associated with cannabis-related businesses, i.e., fans, CO2 Infusion System, etc. • Developed cannabis-related fees covering the annual review of cannabis businesses, including any auditing and compliance components.
Role on This Engagement:
Khushboo will serve as a senior analyst on this engagement.
Matrix Consulting Group
Relevant Clients:
AL Gulf Shores
CA Adelanto
CA Downey
CA Fresno
CA Humboldt County
CA Milpitas
CA Mountain View
CA Pasadena
CA Redwood City
CA Sacramento
CA San Clemente
FL Fort Lauderdale
FL Miami Beach
HI Maui County
NC Asheville
OR Ashland
OR Tigard
TX Austin
TX Dallas
TX Flower Mound
WA Lynnwood
WI Dodge County
Years of Experience: 9
Education:
B.A., University of
California - San Diego,
International Economics
M.A., University of
California - San Diego,
International Affairs
Professional Association /
Certification:
California Society of
Municipal Finance Officers
Government Finance
Officers Association
Revenue Enhancement
Best Practices
36 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA
DAVID BRANCH
MANAGER, MATRIX CONSULTING GROUP
David Branch has served as an analyst and project lead on a wide range of government studies covering a variety of county and municipal functions such as human resources, finance and purchasing, public works and utilities, fleet and facilities, parks and recreation, code enforcement, and community development. David has extensive experience conducting organizational, operational, and staffing assessments during his 8 years with our firm.
Relevant experience highlights include:
• Completed over 100 studies for local government entities, including numerous department- and agency-wide assessments. • Analysis focuses on workload and staffing, organizational structure, asset management, and process improvement using recognized best practices and quantitative metrics and modeling.
Experience Highlights
Watsonville, CA: David was the lead analyst for this operations review of the fleet division, which studied operational practices, staffing and organizational structure, the City's fleet replacement and disposal plan, and the rates charged to customer departments.
• Analyzed each vehicle in the City's fleet and recommended disposal or the adoption of a replacement schedule which would eliminate backlog of aged and underutilized vehicles in 5-6 years. • Evaluated the division's PM and reactive workload, and recommended adoption of a new fleet management software system and preventive maintenance schedule.
• Recommended the addition of a Fleet Manager, additional mechanics, and a reduction of outsourcing for routine work.
Gallup, NM: David was the lead analyst on this study of the City's Public Works Department, which included an analysis of roadway maintenance and asset management practices, technology
utilization, performance measurement, and cost allocation.
Analyzed work order data, reviewed roadway asset volume, and developed a quantitative staffing model of workload to identify inefficiencies, fund charge-back opportunities, and staffing needs.
Recommended implementation of a CMMS and development of asset profiles and a calendar of routine maintenance tasks.
Recommended overhaul of the City's approach to pavement management to include crack sealing, the contracting out of full depth paving, and a streamlined approach to street sweeping.
Role on This Engagement:
David will serve as an analyst.
Matrix Consulting Group
Relevant Clients:
AZ Buckeye
CA Long Beach
CA Riverside
CA Watsonville
CO Aurora
CO Pueblo County
FL Fort Myers
GA Forsyth County
IL Niles
IL Lake County
IL Chatham
MA Haverhill
NH Carroll County
NM Gallup
OR Tigard
OR Tualatin Valley Water
PA Pittsburgh
SC Anderson County
TX Garland
TX Austin
UT Ogden
VA Virginia Beach
WI Rock County
WI Waukesha County
WV Marshall University
Years of Experience: 8
Education:
BS, University of Southern
California; Policy,
Management, and
Planning.
Professional Association:
American Public Works
Association (APWA)
Association of Public
Safety Communications
Officials (APCO)
37 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA
JOE MCDONALD
CONSULTANT, MATRIX CONSULTING GROUP
Joe McDonald has served as an analyst on a wide variety of engage ments, ranging from community development
departments to municipal airports. Joe assists in developing client surveys, documenting current and future workflows, and assists senior staff in conducting interviews, performing data analysis, and preparing client deliverables.
Experience Highlights
Clearwater (FL): The firm was engaged by the City of Clearwater, FL to perform a business process study of its Planning and Development Department. On this project, Joe:
• Administered and analyzed the results of both a community and an employee survey. Assisted in moderating focus
groups with individuals that were well-acquainted with the City's development processes (developers, lawyers, etc.). • Worked with City staff to develop workflow diagrams that represent the Department's key processes (permit
applications, zoning approvals, etc.). Information from these diagrams were leveraged by the project team to make recommendations on how to best optimize development
processes.
Rocklin (CA): As part of the assessment of the Community Development and Public Services Department organizational assessment, Joe supported senior project team members in the following areas:
Facilitated the process mapping workshops to document
development review, permitting, and inspection processes.
Responsible for the customer survey outreach and analysis.
Identified key strengths and challenges with the current operational approaches.
• Conducted a comparative survey with eight peer
communities to understand their organizational structure, staffing approaches, and technology utilization.
Project Role: Joe will support both teams with data analyst, interviews, and stakehol der facilitation.
Matrix Consulting Group
Relevant Clients:
CA Rocklin
CA San Bernardino Co
CA San Dimas
CA SDCWA
CO Greeley
FL Clearwater
FL Dunedin
FL Naples
IA Cedar Rapids
NV Henderson
TN Knoxville
WA Thurston Co.
WV WVU
Years of Experience: 2
Education:
BA - Professional and
Technical
Communications,
University of South
Florida
Professional
Association:
Florida City County
Managers Association
(FCCMA)
Engaging Local
Government Leaders
(ELGL)
Society for Technical
Communications (STC)
38 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA
ELIA TWIGG, PE
PRINCIPAL OWNER, LANTIC SOLUTIONS
Elia Twigg is an accomplished licensed engineer, author and speaker with 20 years of experience in engineering, construction, and management. She has 1 0 years of operations and
management experience in the public sector including 3 ½ years as a Public Works Director for the City of Palm Bay, Florida.
Experience Highlights
Partnered with Matrix Consulting Group:
West Sacramento, CA: Elia was an analyst on the City's
comprehensive review of the Capital Projects Department. The study evaluated the operations and staffing of Engineering, Construction Management and Facilities. Key recommendations included:
Implementation of best practices including utilization of technology and development of specific policies and
procedures.
Organizational and staffing improvements including enhanced workload tracking and key performance measures.
Lantic Solutions: Principal Engineer/Owner - Design septic systems (conventional, drip irrigation, etc.), drainage plans for single family and commercial properties, and small site plans and work with contractors to have more efficiencies in their offices.
Consor Engineers, LLC:
Sr. Project Engineer - directed complex construction
engineering administration and inspection projects and
developed policies, methods, practices, and procedures.
Local Agency Manager - managed and expanded relations with local governmental agencies.
Other - developed in-house training for project managers and for emergency response duties, developed the process for implementing an emerging leader training program.
City of Palm Bay:
Project Manager - Managed the City's major Public Works capital projects and managed consultants.
• Division Manager over Operations - Managed the operations for the division to include traffic operations, procurement, cost estimating, maintenance, construction, scheduling, budgeting. • Right-of-Way Services Manager
Project Role: Elia will serve as an analyst.
Matrix Consulting Group
Relevant Clients:
CA San Bernardino Co.
CA West Sacramento
Years of Experience: 20
Education:
University of Florida
Master of Engineering in
Civil Engineering
University of Florida
Bachelor of Science in Civil
Engineering
Licenses and
Certifications:
Florida Professional
Engineering License
J Advanced MOT
I Stormwater Erosion and
1 Sedimentation Control
Inspector
Publications:
Co-Author of Executive
Soft Skills Pocket Guide
sold in the APWA
bookstore.
Author of several APWA
Reporter Magazine articles
with subjects pertaining to
leadership and
management topics
39 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA I 2 References
The following provides project abstracts and references for three similar public works organizational and operational assessments completed by the proposed project team.
Santa Maria, CA
Project Contact:
Phone Number:
Email:
Project Dates:
Contract Amount
Organizational and Operational Review of the Public Works Department
Brett Fulgoni, Public Works Director
805-925-0951
[email protected]
2022
$31,950
Project Summary: In this study, the project team conducted an analysis of the Public Works Department which included Engineering, Development, Traffic, Street Maintenance, Fleet, Facilities, and Transit. The study aimed to promote an environment of continuous improvement and efficient and effective use of staff.
Recommendations were given in categories of operations and work practices, staffing and workload, and management and organizational structure. Key recommendations included several modifications to the organizational structure of the department, enhanced use of technology, and the increased use of best practices in all divisions of Public Works.
Recommendations also included development of an asset management program with enhanced utilization of the software solution in place.
Vacaville, CA
Project Contact:
Phone
Number:
Email:
Project Dates:
Contract Amount
Organizational and Operational Review of the Public Works Department
Brian McLean, Public Works Director
707-449-5175
[email protected]
2021-2022
$66,500
Project Summary: In this study, the project team conducted an analysis of the Public Works Department which included Engineering, Construction, Facilities, Fleet, Parks, Streets, Transit, and Utilities divisions. The analysis included an organizational and operational assessment with particular focus on organizational structure and staffing.
Matrix Consulting Group
40 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA Recommendations included a reorganization of the departmental leadership team as well as additional organizational structure changes to some of the divisions. The study also addressed use of technology, administrative systems and procedures, and asset management. The study also recommended consolidating and documenting the policies and operating procedures of the Department into an electronic manual accessible online by all staff.
Gilroy, CA
Project Contact:
Phone Number:
Email:
Address:
Project Dates:
Contract Amount
Organizational and Operational Review of the Public Works Department
Jimmy Forbis, City Administrator
408-846-0202
[email protected]
7351 Rosanna Street, Gilroy CA 95020
2022
$65,000
Project Summary: In this study, the project team conducted an analysis of the Public Works Department which included Engineering, Transportation, Environmental Compliance, Park Maintenance, Street Maintenance, Urban Forestry, and Water and Wastewater Maintenance and Operation. The study aimed to promote an environment of continuous improvement and efficient and effective use of staff.
Recommendations were given in operations, work practices, staffing and workload. Key recommendations included several organizational
changes such as the creation of a sewer
maintenance team separate from street maintenance and the relocation of park reservations out of maintenance operations. Recommendations also included development of an asset management program with enhanced utilization of the software solution in place, implementation of technology to for development review and permitting, and development of work calendars and work schedules utilizing the software solution already in place.
Matrix Consulting Group
41 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA I 3 Project Approach
This section of our proposal includes an overview of our project management approach, followed by a detailed task plan.
3.1 Our Philosophy and Approach
The Matrix Consulting Group takes a clearly defined, client-centered project approach to each study we conduct. Key elements of our philosophy and approach to providing consulting services include the following:
A principal of the firm is involved in every project, providing oversight, quality control and management assistance for all our studies.
We are objective and data driven. We do not base our recommendations on opinions or simple comparative measures. We ensure that our analysis is based on a comprehensive understanding of our client's unique service level goals, workloads, risks, regulations, and operating environment.
Our projects are approached with a firm grounding in analytical methodology. Our clients receive detailed analysis of their specific issues. All impacts are identified and analyzed in detail to ensure that recommendations can be implemented, and our clients can understand the reason for change.
Our projects are characterized by extensive interaction between consultants and clients, including both executive management and policy makers, as well as supervisory and line-level staff. We will specifically speak to those individuals who are involved in the respective operations and processes to learn more about their roles and to obtain feedback regarding our analysis, findings, and potential solutions.
We prioritize formal project management techniques to ensure clear communication, timely task completion, and a thorough analysis of issues. We take pride in delivering our work on time, on budget, and at a level of quality which exceeds expectations.
These five pillars guide our work and result in successful projects and satisfied clients.
3.2 Project Task Plan
The following task plan outlines our proposed project task plan to conduct a comprehensive assessment of the Public Works Department.
Matrix Consulting Group
42 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA Task 1 Project Initiation
In this task, the project team will hold a virtual project initiation and kickoff meeting with the City's project steering committee and appropriate departmental and divisional personnel. During this kickoff, the City will share the study goals and desired scope of service objectives. The project team will review the proposed task plan and schedule. As a result of this project initiation, the project team will finalize the project schedule, data collection instrument, and updated project task plan (if necessary). Then we will begin scheduling initial staff interviews.
Task Deliverable - The project team will develop a kickoff meeting agenda and provide a project schedule, data collection list, and updated work plan (if necessary) to the City's project coordinator(s) and schedule initial interviews with staff.
Task2 Develop an Existing Condition Assessment
To evaluate the department operations, processes, and work practices, we need to develop an in-depth understanding of the key issues impacting and shaping service requirements both internally and externally. To develop this perspective, we will conduct interviews with departmental leadership and key staff leading the divisions and programs of the department. These interviews will focus on understanding and documenting the following areas:
Goals and objectives for the delivery of services for each division.
Document technical skill set, training, and certifications of staff.
Adequacy of management systems and technology and the extent to which managers utilize this information to make meaningful service decisions.
Adequacy of service levels and gaps in existing levels of service.
Outsourcing philosophy of the department, the services that are currently outsourced/contracted and additional candidates for alternative service delivery to meet peak workload demands.
Identification of relevant workload for staff in each functional area.
Current technology systems and utilization.
Following the initial interviews, the project team will recommend focus groups and/or employee surveys to capture additional feedback from employees from all levels of the department.
Matrix Consulting Group
43 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA Next, we will develop a detailed description of the services provided the Department. Our focus will be on how services are delivered, staffed, and managed, as well as the costs associated with the delivery of those services. The development of this detailed description will be based on interviews as well as on the collection of operating information and data, including the following:
The current organization of the Department.
Documentation of all key operations:
Service scope and content.
How staff are scheduled and deployed.
Workload data and base service levels.
The extent of any contracted services by type, size, and cost.
Documentation of management systems to support divisional operations:
Organizational business processes and procedures; and
Performance monitoring systems.
Document current performance targets related to major services areas.
Document the current coordination mechanisms and procedures in place to coordinate service delivery among different departments and divisions.
Document how operations, processes, and workload has changed recently.
Once initial data collection activities have been completed, the project team will prepare a document that presents our understanding of the current organization, staffing, and operations.
Task Deliverable - A current state assessment summarizing the current organization staffing levels, roles, supervisor ratios, workload, and technology used by the department.
Task3 Stakeholder Engagement
To ensure that the project team has a good understanding of the perspective of services provided by the department the project team will complete internal and external outreach.
For internal customers the project team will interview various individuals who interact on a regular basis with the department. This outreach will include a combination of individual and team interviews with other City staff.
Matrix Consulting Group
44 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA For external customer outreach, we will conduct both a stakeholder survey a follow up focus group meeting if necessary, with prior customers. These efforts will be designed to understand the key concerns that are impacting satisfaction levels. This effort will also be utilized to identify suggestions from customers for improvement opportunities.
The survey would cover various issues including:
Level and quality of services provided by the City.
Overall commitment of the organization to exceptional customer service.
Adequacy of resources available to employees.
Areas of inefficiency or difficulty in requesting service, obtaining information, etc.
Services, service levels or technologies desired by customers.
In addition to the online survey, the project team would conduct up to three focus groups with external customers to elicit more detailed and specific information. While focus groups take more time and effort than customer satisfaction surveys, the interactivity of a focus group typically provides clearer feedback and enables the project team to follow up on issues identified in the survey. Each focus group would ideally consist of individuals who have frequent interactions with the department.
Task Deliverable - Summary of internal and external customer feedback from interviews, surveys, and focus group meetings identifying key trends and issues.
Task4 Conduct an Operational Assessment
In this task, our project team will utilize a best management practices assessment to evaluate processes, policies, use of technology, management planning, and the general operations of the department. We will address these issues by employing several different approaches, such as those outlined below:
Best Practice and Innovation Assessment: The best practice assessment will include the identification of areas where the Department currently meets the best practice and more importantly, the analysis will identify areas where current gaps and shortcomings exist and therefore present opportunities for improvement of existing operations. The best practice assessment will begin to clearly identify major operational issues and will include preliminary analysis of workload and process data.
The best practice assessment will include applicable practices from the APWA Management Practices Manual as well as relevant practices from other industry Matrix Consulting Group
45 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA recognized organizations and practices Matrix has developed from data collected from previous studies.
Evaluate the adequacy of major work practices. This analysis will include the review of departmental workload. Additional analysis will focus on the identification of opportunities to streamline internal processes and assignments as well as work practices to increase productivity and/or enhance their effectiveness. Also, we will identify the degree to which key projects or work tasks are not being accomplished due to lack of staff and assess the extent to which tasks could be absorbed through streamlining of work process, if at all. Analysis will also focus on defining specific roles of various staff each division and updating corresponding job duties if needed. Process diagrams will be revised if significant process reengineering is recommended.
Evaluate project and contract management tools and techniques. Project management skills are crucial to the ability to effectively manage the phases of a project. The project team will evaluate the current tools, techniques, and training utilized by the department and identify opportunities for improvement in areas such as consultant selection, contracts and scope negotiation, and schedule and budget oversight.
Evaluate customer service including internal and external customers. The project team will analyze the level of service provided to both internal and external customers. The project team will address coordination between divisions and departments for the various business processes and approach used for public outreach and education.
Evaluate current technology systems. This task will focus on understanding and assessing current technology systems utilized by the department. The project team will evaluate the current software suites to evaluate how effectively all functionalities of the software have been implemented, degree to which GIS is implemented and utilized, how mobile and handheld devices are used in the field, and the degree to which current systems result in efficient information-sharing and elimination of duplicative input. We will also evaluate how proposed changes to the use of technology may impact efficiencies and operations and identify any current issues related to accessibility and training related to the use of technology.
Evaluate performance management and metrics. This effort will analyze the effectiveness of managing performance in the Department. Departmental operations require effective management to ensure that staff are appropriately scheduled, deployed, utilized and held accountable for performance. The project team will evaluate this in terms of the following:
Matrix Consulting Group
46 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA Does the department make use of effective performance metrics? How are goals, objectives and service level targets developed? Are established metrics tracked and reported out routinely? Are established metrics communicated to staff at all levels? Do managers have accurate and timely measures of performance? At the conclusion of this analysis, we will provide a series of performance metrics that the City can utilize to monitor service levels and performance moving forward.
In conjunction with earlier interviews and data collection, the project team will, at this juncture, be able to evaluate the efficiency of performance of current tasks and identify the current strengths and areas of high performance in addition to opportunities for improvement to increase the efficiency and effectiveness of the services provided.
Task Deliverable - A summary of the analysis and key findings in work practices, policies and procedures, service levels, customer service, operations, and use of technology in the Public Works Department.
Tasks Conduct a Staffing and Organizational Assessment
This task involves an evaluation of workload, staffing levels, management practices and the organizational structure. We will evaluate these areas by employing several different approaches, such as those outlined below:
Evaluate staff resources. In this analysis, we will evaluate the existing and projected workload to identify the staffing resources needed to complete these work tasks in respect to desired service levels. This will include a review of both internal and contracted staffing resources.
Assess how the department is organized. The project team will evaluate the plan of organization for the department and each primary work group. We will utilize several principles in the evaluation of organizational structure including:
Does the approach to organizing development foster accountability and are supervisor spans of control appropriate and consistent? Does the current organizational structure provide adequate communication and coordination and enhance shared knowledge?
Do the plans of organization enable staff to provide better public service? Matrix Consulting Group
47 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA Is there consistency among organizational structure, employee classification, and roles and responsibilities between divisions and departments?
The result of this analysis will be a proposed organizational structure highlighting any changes (if necessary) for the Public Works Department.
Evaluate management practices. The project team will evaluate how best practices are implemented and monitored, the extent to which managers are implementing effective asset management techniques, effective operational practices, identifying needed training for employees, and implementing, tracking, and reporting on performance measures.
At the conclusion of this task the project team will have evaluated the staffing, structure, and management of the Department.
Task Deliverable - A summary of the analysis and key findings in organizational structure, staffing allocation and resources, and management practices.
Task6 Prepare a Draft and Final Report
Once the work tasks noted above have been completed, our analysis, findings, and conclusions will be documented and reviewed with the project steering committee. The draft and final reports will contain the following elements:
An executive summary that includes the recommendations with implementation plans for each showing:
Assigned priority for each recommendation. Generally classified as a high/medium/low priority.
The lead entity for recommendation implementation, generally assigned to a division or team.
Recommended timeframe of implementation, based on feedback from the client, but generally categorized as short/medium/long term (or within 1 year, 1-3 years, 3-5 years.
Identification of implementation costs or savings of the recommendations.
Detailed analysis of the staffing and operations of the Public Works Department along with recommendations to improve the current approaches. Identification of improvement opportunities relating to philosophies and commitments of the Matrix Consulting Group
48 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA department, staffing required given these commitments, and managerial and operational practices for improved service delivery.
Once staff and the internal steering committee have reviewed the draft final report and implementation timeframe and provided input, we would develop the final report. We will be available to make a presentation of our findings and recommendations to the City Manager and/or City Council.
Task Deliverable - The product of this task would be the draft and final reports including an implementation plan.
Schedule
We propose this scope of work to be completed over a 12-month time period. The following graphic outlines the proposed project schedule.
Month
Task 1 2 3 4 5 6 7 8 9 10 11 12
1. Project Kickoff
2. Existing Condition Assessment
3. Stakeholder Engagement
4. Operational Assessment
5. Staffing/Org Assessment
6. Draft and Final Report
Deliverables associated with each task will be provided at the conclusion of the task. This is an estimated schedule and would be further refined after the project initiation and discussions with the steering committee.
Matrix Consulting Group
49 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA I 4 Financial Statement
Confidential information has been redacted
50 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA Matrix Consulting Group
51 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA Matrix Consulting Group
52 ATTACHMENT A
Proposal to Conduct a Public Works Operational and Organizational Assessment Stockton, CA I 5 Fee Schedule
We have submitted out Fee Schedule separately, per RFP instruction.
Matrix Consulting Group
53 ATTACHMENT A
ATTACHMENT B- PROPONENT'S COVENANT
In submitting this proposal, as herein described, the Proponent agrees that:
1. They have carefully examined the Scope of Work and all other provisions of this document and understand the meaning, intent and requirements of same.
2. They will enter into contract negotiations and furnish the services specified.
3. They have signed and notarized the attached Non-Collusion Affidavit form, whether individual, corporate or partnership. Must be 'A Jurat' notarization.
4. They have reviewed all clarifications/questions/answers on the City's website at www.stocktonca.gov/adminbid.
5. Confidentiality: Successful Proponent hereby acknowledges that information provided by the City is personal and confidential and shall not be used for any purpose other than the original intent outlined in the Request for Proposal. Breach of confidentiality shall be just cause for immediate termination of contract agreement.
Matrix Consulting Group, Ltd.
FIRM
1650 S. Amphlett Blvd. Suite 213 San Mateo, CA 94402
ADDRESS
Richard Brady July 27, 2023
President
TITLE OR AGENCY
(650) 858-0507
PHONE/FAX NUMBER
[email protected]
EMAIL
54 ATTACHMENT A
No.1
STATE OF California
County of San Mateo
ATTACHMENT C- NON-COLLUSION AFFIDAVIT
AFFIDAVIT FOR INDIVIDUAL PROPONENT
San Mateo l __________________ _,_ss.
(insert)
Richard Brady being first duly sworn, deposes and says: That on behalf of any person not named herein; that said Proponent has not colluded, conspired, connived or agreed, directly or indirectly with, or induced or solicited any other bid or person, firm or corporation to put in a sham bid, or that such other person, firm or corporation shall or should refrain from bidding; and has not in any manner sought by collusion to secure to themselves any advantage ov or against the City, or any person interested in said improvement, or over any other Proponent.
(Signature lndivi ual Prop n nt)
Subscribed and sworn to (or affirmed) before me on this'd,c:,� of du, l :9
, 20 'Jf:f2:3
bf::\.� to �is of satisfactory evidence to be the person(s) who appeared before me.
Seal -------------------- J
ft • C
0£�E�r:i?.��s:.�( f
,� " \. � r A � • th -
i SanM•t•oCounty �
Signature , ll � o___ • 1 � ]
Commission# 2419562 l
] • 11<1 Comm. Expl,., O.c 7, 2026
[
No.2 AFFIDAVIT FOR CORPORATION PROPONENT
STATE OF California
county of San Mateo
_S_a_n_M_at_e_o ______________ �lss.
(insert)
Richard Brady being first duly sworn, deposes and says: That they are the President of Matrix Consulting Group, Ltd. a corporation, which corporation is the party making the foregoing bid, that such bid is genuine and not sham or collusive, or made in the interest or behalf of any person not named herein; that said Proponent has not colluded, conspired, connived or agreed, directly or indirectly with, or induced or solicited any other bid or person, firm or corporation to put in a sham bid, or that such other person, firm or corporation shall or should refrain from bidding; and has not in any manner sought by collusion to secure to themselves any advantage over or against the City, or any person interested (Signature Corporation Proponent
Subscribed and sworn to (or affirmed) before me on this:;]2,�y of Q� . 20'2.-:Sby �ocl 6,--z_°e)'proved to me on the basis of satisfactory evidence to be the person(s) who ap�efore me.
Seal _________ ____ _
Signature 'C'C\ \_ � Ll �
MICHELLE ANNE MELKUH
• NOtary Public• Callfornla 1_ San Mateo County �
Commission# 1419562
My Comm. Explm 0� 7, 2026
55 ATTACHMENT A
No.3
STATE OF California
county of San Mateo
AFFIDAVIT FOR FIRM, ASSOCIATION, OR CO-PARTNERSHIP
_S_a_n_M_at_e_o _____________ __,)ss.
(insert)
Richard Brady each being first duly sworn, depose and say: That they are a member of the firm, association or co-partnership, designated as President who is the party making the foregoing bid; that the other partner, or partners, are Courtney Ramos, VP & Secretary - Ian Brady, VP· Alan Pennington, VP that such bid is genuine and not sham or collusive, or made in the interest or behalf of any person not named herein; that said Proponent has not colluded, conspired, connived or agreed, directly or indirectly with, or induced or solicited any other bid or person, firm or corporation shall or should has not in any manner sought by collusion to secure to themselves any advantage over or against the City,
(Signature)
m\_� c., a [Y\L!jLAJr'
(Signature)
S��� sworn to (or affirmed) before me on this� of J LLt:J , 20 '23 by _J proved �e basis of satisfactory evidence to be the person(s) who appeared before me.
Seal
ubc• aOf
Matto County
tsslon # 2429562
. Expires Otc 7, 2026
56 ATTACHMENT A
1650 S. Amphlett Blvd., Suite 213 • San Mateo, CA 94402 • 650.858.0507 SF Bay Area (Headquarters), Boston, Charlotte, Dallas, Irvine, Portland, St. Louis August 3, 2023
Josh Mireles
Office of the City Clerk
City of Stockton
425 North El Dorado Street, First Floor
Stockton, CA, 95202-1997
De
ar Mr. Mireles:
The Matrix Consulting Group is pleased to present our price proposal to provide consulting services for an Operational and Organizational Assessment of Stockton’s Public Works Department. We are proposing to conduct this study for a fixed price cost of $109,000 as outlined in the following table.
Task
Sr. Vice
President
Senior
Manager
Manager /
Sub. Consultant
Total
Hours Total Fee
1. Project Kickoff 2 4 4 2 12 $2,350
2. Existing Condition
Assessment 2 24 32 40 98 $16,000
3. Stakeholder Engagement 2 24 40 40 106 $17,400
4. Operational Assessment 6 48 88 72 214 $35,800
BMP Assessment 2 16 24 24 66
KPI development 2 16 40 24 82
Work practices/technology 2 16 24 24 66
5. Staffing/Org Assessment 4 24 40 24 92 $16,000
6. Draft and Final Report 4 24 24 40 92 $15,200
Total Hours 20 148 228 218 614
Hourly Rate $300 $200 $175 $125
Total Professional Fees $6,000 $29,600 $39,900 $27,250 $102,750 Travel Expenses $6,250
Total Project Cost $109,000
If you have any questions, please do not hesitate to contact me at 650 -858-0507 or via email at [email protected].
President
Matrix Consulting Group, Ltd.
matrix
consulting group
57 ATTACHMENT A