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HomeMy WebLinkAboutItem FiOf SEA( @F V 90S AGENDA STAFF REPORT 41FORN% DATE: April 9, 2018 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Joe Miller, Chief of Police SUBJECT: Police Services Study— Approval of Contract SUMMARY OF REQUEST: That the City Council adopt Resolution No. 6809 authorizing the City Manager to enter into a professional services agreement with Matrix Consulting Group to coordinate, facilitate and prepare a Police Services Study and Organization Resource Allocation Audit. BACKGROUND AND ANALYSIS: At the time of this staff report, factual data has been extremely difficult to identify, as police staffing positions in years passed were simply budgeted, frozen or eliminated during the budget process and not through City Council resolution or adoption. To complicate matters, decades of older printed budgets do not identify a number of budgeted sworn officers and professional staff, but rather an overall dollar figure. With that, to backtrack and calculate individual salaries based upon the number of staff would be extremely arduous, if not impossible. Research related to sworn staffing was limited to a time period starting in 1978; however, it was best captured and documented during the last 20 years from 1997 to 2017. The following are some highlights: • In 1978, the Seal Beach Police Department (SBPD) had 45 sworn officers • In 1997, SBPD had 34 sworn officers on staff, but it is unknown how many budgeted positions. • In 1999, SBPD was budgeted for 37 sworn positions: 0 1 Chief 0 2 Captains 0 7 Sergeants 0 6 Corporals 0 21 Officers Agenda Item F • In 2002, a Captain retired and that position was eliminated — Dropping the sworn positions to 36. • Once the Captain position was eliminated, a hiring freeze was implemented. • In 2004, SBPD was authorized for 36 sworn positions, but was operating with 24 sworn officers due to the hiring freeze (7 vacancies due to retirements) and 5 long term leaves (LTLs), mostly related to medical conditions. • After 2004, budgeted staffing identified 31 officers. • From 2013 -2015, the following 2 sworn positions were created, increasing budgeted sworn staffing to its current number of 33: o (1) DEA Task Officer o (1) Emergency Services Coordinator /Corporal In 2004, a Police Services Study (PSS) was conducted while the police department was operating at 66% of its budgeted sworn staff. This study then recommended the following cuts be made: • Elimination of a DARE Police Officer • Elimination of a Detective Bureau position • Elimination of a Captain rank • Reduction of "minimum staffing" definition • Reduction of 24/7 open lobby hours to 5 days a week, 8.5 hours a day from 9:00 AM to 5:30 PM The purpose of the PSS was to evaluate services and become a "core service" agency, as opposed to being an "enhanced services" agency — differentiated by expansive community policing programs such as: • A School Resources Officer and /or DARE Program • A Volunteer program (currently fully staffed) • Enhanced Crime Prevention and Educational Programs • Routine Walking Beats • Beach /Bike Patrols • Storefront Presence • Enhanced level of community policing activities • Neighborhood Watch (Replaced now with Neighbor -4- Neighbor) • City Council meeting • Building Community Partnerships — Chamber of Commerce • Addressing quality of life issues • Parking enforcement of non - hazardous violations Page 2 At the time of the PSS, SBPD was budgeted at a ratio of 1.49 officers per 1000 residents (comparative cities were 1.54/1000). The PSS recommended SBPD move to a budgeted rate of 1.24 officers per 1000 residents, which in its own comparative study, would then rank SBPD as the 2nd lowest staffed department out of the 8 comparative agencies, despite having the 4th highest budget. At the time of the study, a comparative city was Los Alamitos, which was budgeted at a ratio of 2.08 officers per 1000 residents. The PSS outlined Calls for Service (CFS) data, which did NOT include Officer Initiated Activity (OIA): • In 1998, SBPD responded to 10,657 CFS (37 Budgeted Sworn Positions) • In 2003, SBPD responded to 13,308 CFS (36 Budgeted Sworn Positions) • In 2016, SBPD responded to 12,754 CFS (33 Budgeted Sworn Positions) o This meant, the PSS recommended cutting officers to 30 Sworn positions, despite an increase in activity level, solely based on residency, not taking into account our astronomical rise in beachside tourism during the Summer months The PSS stated that Detectives did not have a heavy caseload, and had a low case closure rate, therefore; only three detectives and one sergeant were needed. This in turn led to the elimination of one detective bureau position (which is current staffing today). The PSS recommended Community Service Officers (CSOs) be hired to assist with less sworn staffing in the field. The theory being that CSOs could actually respond to basic calls for service (CFS) and traffic collisions. Unfortunately, this recommendation resulted in CSOs being hired as part of the recommendation for parking (along with Police Aides); however, the fully recommended numbers of CSOs were never hired, nor were CSOs ever utilized for the CFS function. In summation, the 2004 Police Services Study recommended cutting "enhanced services" as well as cutting the officer to 1000 resident's ratio from 1.49 to 1.24. However, this did not take into account the number /size of businesses operating in the city, as well as the increased visitors and tourism in the city for special events and the spring /summer seasons. In 2016, Seal Beach's population was listed at 24,440. With a budget for 33 sworn officers, that equals 1.35 officers per 1000 residents. This means that Seal Beach has yet to recover, much less ever attain, an average similar to comparative cities in 2004. Despite these cuts and staffing at all time low levels when comparing current numbers for calls for service, the SBPD has continued to maintain portions of what are considered "Enhanced Services ". Even while maintaining these enhanced services, which many residents now expect, we still field complaints for lack of visibility, lack of foot patrols, and other portions of Page 3 enhanced services, which the City Council removed in 2004. Lastly, without knowing the terms of prior city managers, it appears that sworn staffing has never dropped below 31 police officers and has yet to rise above 45. Enacted Laws Shaping the Future of Law Enforcement - Beginning in October of 2011, with Assembly Bill 109 — the 2011 Public Safety Realignment (also known as AB109), the criminal justice system in California has been battered with laws that undeniably make a police officer's profession more difficult. For instance, under this measure many felons who were serving prison sentences were sent down to county jails due to prison overcrowding. Once in the county jails, a number of serious offenders were released back onto the streets. Once on the streets, these felons were placed under the supervisory umbrella of county probation officers instead of state parole agents. In addition, by sending serious /violent criminals to local jurisdictions, AB 109 contributed to the large amount of mental and physical healthcare costs now being encumbered by local counties that were once covered by state prison budgets. Because of this, for example - the City of Seal Beach has experienced a vast increase in our homeless population and an increase in quality of life issues, i.e. panhandling, public intoxication, urinating in public, noise disturbances, sleeping on the beach, etc. Three years after the AB 109 realignment came into effect, California Proposition 47 — Reduced Penalties for Some Crimes Initiative (which the California Police Officers Association opposed) was placed on the November 2014 ballot. With nearly 60% in favor votes, the ballot passed and ultimately reduced certain sentences, i.e. where stealing a firearm, or possessing heroin, cocaine, and /or methamphetamines used to be a felony; all are now citable misdemeanors. Again, serious and violent offenders that should have been serving state prison sentences are now either written a citation in the field or transported to the county jail, where they write citations within hours of receiving offenders. Proposition 47 was presented to the public as the "Safe Neighborhoods and Schools Act," yet it made neither neighborhoods nor schools safer in California. In fact, data shows it did the opposite, as Part I crime reports from the FBI indicate violent crime in the State of California jumped by nearly 10% in 2015 alone. In November 2016 Californians voted and passed Proposition 57 - The Public Safety and Rehabilitation Act of 2016. What was communicated to voters was the ability for our prisons to continue decreasing overpopulation and offer several other inmate assistance programs, such as: • Parole Eligibility for Non - violent Offenders • Increase in Credit Earning Opportunities for Inmates • New, Enhanced Milestone Credits for significant accomplishments such as GED, Associate's degree, Bachelor's degree, Offender Mentor Certification, and Career Technical Education certification Page 4 • New Achievement Credits up to 4 weeks for sustained participation in other rehabilitative programs and activities • Add More Transitional Housing for Long -term and Life Inmates • New California Leadership Academy for Youth Offenders What the general population was not aware of was what criminal acts fell under the "nonviolent' categories in this proposition. Those categories include: • Rape by intoxication (refers to a circumstance in which the victim was under the influence of an intoxicating substance) • Rape of an unconscious person • Human trafficking involving a sex act with minors • Assault with a deadly weapon • Domestic violence involving trauma • Drive -by shooting • Hostage taking • Attempting to explode a bomb at a hospital or school • Supplying a firearm to a gang member • Hate crime causing physical injury • Failing to register as a sex offender • Arson • Discharging a firearm on school grounds • Lewd acts against a child 14 or 15 years old • False imprisonment of an elder through violence Passed the same day as Proposition 57, was Proposition 64 - The California Marijuana Legalization Initiative. Similar to those marijuana laws passed in the states of Colorado, Washington, Oregon, Alaska, Nevada, Massachusetts, and Main, we were now about to see first -hand a number of serious problems post legalization. Some of the issues seen nationwide, are the staggering rise in emergency room visits per year related to marijuana use. Furthermore, each state's lack of span and control over the sale and taxation of the marijuana, considering it's a largely cash only business. Lastly, driving under the influence of marijuana is extremely difficult to prove, as marijuana typically stays in the bloodstream for an average of 30 days. Hence, if an officer visually observes a driver make a vehicle code violation and finds some objective signs of impairment, then he /she would have to prove the marijuana was consumed within a few hours, not 30 days. In closing, the California Peace Officers Association opposed all of AB109, Proposition 47, Proposition 57, and Proposition 64. Recommendation - On March 7, 2018 the City of Seal Beach held a Strategic Planning Meeting. During this meeting, one of the three year goals identified for the "Enhancing Public Safety' Strategic Goal was to "Request funding from the City Council for authoring of an Independent Police Services Study." The Police Services Study shall be used to identify future sworn and professional staffing needs /levels relative to the size and uniqueness of the City of Seal Beach. Furthermore, the study will review our current allocation of resources and Page 5 determine if our command structure, patrol /staffing deployments and special assignments need adjusting and /or reorganizing. Lastly, it is our desire the selected firm make recommendations based on both data and opinions obtained during study sessions and /or meetings with Seal Beach residents, City staff and City Council. It is because of this, a request for qualifications (RFQ) was issued to numerous consultants /contractors beginning on March 13, 2018. The RFQ deadline was March 21, 2018 and three proposals were received. Although all were well written and each had their fair share of qualification sets; the Seal Beach Police Department is recommending the proposal written by Matrix Consulting Group. A few items about this firm are highlighted below: • An in -depth analysis and understanding of SBPD's hierarchy, crime trends, and organizational structure • Prior comparable studies completed for both smaller and larger sized organizations • California based firm — With experience in Orange County Law Enforcement Organizations • Two positively received telephonic references with both Beverly Hills PD Chief of Police and Roseville PD Chief of Police • Most significant area of expertise is in Public Safety • 14 week timeline or 340 Hours • Total Project Cost of $44,000 • Average Rate of $130 an hour— Billed monthly In the end, Matrix Consulting Group will perform the following six (6) tasks and provide us with the following six (6) results: 1) Task: Conduct Initial Interviews to Develop an Understanding of the Seal Beach Police Department and the Reasons for the Study. Result: Based on the results of these interviews and initial data collection, the project team will prepare an issues list that will provide the basis for subsequent analytical steps. 2) Task: Document Employee Attitudes Toward Department Strengths and Improvement Opportunities. Result: The results of an employee survey will be reviewed with the project steering committee. Upon completion of the project, the summarized results will be made available to all employees in the Department. 3) Task: Profile the Organization, Staffing, and Operations of the Seal Beach Police Department — Patrol, Investigations, Other Administrative and Support Services. Page 6 Result: A descriptive profile will be created, detailing the staffing, organization, workload levels, and deployment schedules of the department. This descriptive document will be reviewed with staff as well as the project steering committee. 4) Task: Identify Key Staffing and Operational Issues. Result: The results of this analysis will be documented in a comparative assessment of issues in the context of best practices in law enforcement. 5) Task: Evaluate the Staffing, Management and Organizational Needs of the Police Department. Result: The analysis will result in an interim deliverable that identifies staffing needs every functional area of the Police Department. Issue areas relating to operations and service delivery will also be examined. 6) Task: Develop a Final Report and Present the Results of the Study. Result: Once the draft report and implementation plan has been reviewed and any modifications have been completed, we will present the final report to the City Council, if desired. Result: Once the draft report and implementation plan has been reviewed and any modifications have been completed, staff will present the final report to the City Council. ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: Sufficient funding to provide for the initial purchase ($44,000) and an additional 10% contingency amount ($4,400) for other unforeseen costs /fees for a total of $48,400 is available in Support Services fund 001 - 023 - 44000. RECOMMENDATION: That the City Council adopt Resolution No. 6809 authorizing the City Manager to enter into a professional services agreement with Matrix Consulting Group to Page 7 coordinate, facilitate and prepare a Police Services Study and Organization Resource Allocation Audit. SUBMITTED BY: Poe X Joe Miller, Chief of Police NOTED AND APPROVED: X X 5ngwm Jill R. Ingram, City Manager Prepared by: Philip Gonshak, Operations Bureau Commander ATTACHMENTS: A. Resolution 6809 B. Professional Services Agreement Matrix Consulting Group Proposal C. Memorandum — Police Services Study ..- Attachment "A" RESOLUTION NUMBER 6809 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL FOR APPROVAL OF CONTRACT — POLICE SERVICES STUDY AND ORGANIZATION RESOURCE ALLOCATION AUDIT WHEREAS, the City Manager will enter into a professional services agreement with Matrix Consulting Group, facilitate and prepare a Police Services Study and Organization Resource Allocation Audit; THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. That the City Manager is hereby authorized to execute for and on behalf of the City of Seal Beach the professional services agreement between Matrix Consulting Group and the City of Seal Beach not to exceed the amount of $48,400 to coordinate, facilitate and prepare a Police Services Study and an Organization Resource Allocation Audit; and, Section 2. The City Council hereby approves the allocation of no more than $48,400 in account number 001 - 023 -44000 for the cost of the Study. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 9th day of ARM, 2018 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mike Varipapa, Mayor ATTEST: Robin L. Roberts, City Clerk Resolution Number 6809 STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Robin L. Roberts, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6809 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 9th day of April, 2018. Robin L. Roberts, City Clerk Attachment "B" PROFESSIONAL SERVICES AGREEMENT Between City of Seal Beach 211 8th Street Seal Beach, CA 90740 H Matrix Consulting Group President: Richard Brady 201 San Antonio Circle, Suite 148 Mountain View, CA 94040 (650) 858 -0507 This Professional Service Agreement ( "the Agreement') is made as of April 9th, 2018 (the "Effective Date "), by and between Matrix Consulting Group ( "Consultant'), a Management Analytics Firm, and the City of Seal Beach ( "City"), a California charter city, (collectively, "the Parties "). Page 1 of 9 RECITALS A. City desires certain professional services. B. Consultant represents that it is qualified and able to provide City with such services. NOW THEREFORE, in consideration of the Parties' performance of the promises, covenants, and conditions stated herein, the Parties hereto agree as follows. AGREEMENT 1.0 Scope of Services 1.1. Consultant shall provide those services ( "Services ") set forth in the attached Exhibit A, which is hereby incorporated by this reference. To the extent that there is any conflict between Exhibit A and this Agreement, this Agreement shall control. 1.2. Consultant shall perform all Services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City. 1.3. In performing this Agreement, Consultant shall comply with all applicable provisions of federal, state, and local law. 1.4. Consultant will not be compensated for any work performed not specified in the Scope of Services unless the City authorizes such work in advance and in writing. The City Manger may authorize extra work to fund unforeseen conditions up to the amount approved at the time of award by the City Council. Payment for additional work in excess of this amount requires prior City Council authorization. 2.0 Term This term of this Agreement shall commence as of the Effective Date and shall continue for a term of 14 weeks unless previously terminated as provided by this Agreement. 3.0 Consultant's Compensation City will pay Consultant in accordance with the hourly rates shown on the fee schedule set forth on page 19 in Exhibit A for Services but in no event will the City pay more than $48,400. Any additional work authorized by the City pursuant Page 2 of 9 to Section 1.4 will be compensated in accordance with the fee schedule set forth on Page 19 of Exhibit A. 4.0 Method of Payment 4.1. Consultant shall submit to City monthly invoices for all services rendered pursuant to this Agreement. Such invoices shall be submitted within 15 days of the end of the month during which the services were rendered and shall describe in detail the services rendered during the period, the days worked, number of hours worked, the hourly rates charged, and the services performed for each day in the period. City will pay Consultant within 30 days of receiving Consultant's invoice. City will not withhold any applicable federal or state payroll and other required taxes, or other authorized deductions from payments made to Consultant. 4.2. Upon 24 -hour notice from City, Consultant shall allow City or City's agents or representatives to inspect at Consultant's offices during reasonable business hours all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this Agreement. City's rights under this Section 4.2 shall survive for two years following the termination of this Agreement. 5.0 Termination 5.1. This Agreement may be terminated by City, without cause, or by Consultant based on reasonable cause, upon giving the other parry written notice thereof not less than 30 days prior to the date of termination. 5.2. This Agreement may be terminated by City upon 10 days' notice to Consultant if Consultant fails to provide satisfactory evidence of renewal or replacement of comprehensive general liability insurance as required by this Agreement at least 20 days before the expiration date of the previous policy. 6.0 Party Representatives 6.1. The City Manager is the City's representative for purposes of this Agreement. 6.2. Richard Brady is the Consultant's primary representative for purposes of this Agreement. 7.0 Notices 7.1. All notices permitted or required under this Agreement shall be deemed made when personally delivered or when mailed 48 hours after deposit Page 3 of 9 in the United States Mail, first class postage prepaid and addressed to the parry at the following addresses: To City: City of Seal Beach 211 8th Street Seal Beach, California 90740 Attn: City Manager To Consultant: Matrix Consulting Group 201 San Antonio Circle, Suite 148 Mountain View, CA 94040 Attn: Richard Brady 7.2. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 8.0 Independent Contractor 8.1. Consultant is an independent contractor and not an employee of the City. All services provided pursuant to this Agreement shall be performed by Consultant or under its supervision. Consultant will determine the means, methods, and details of performing the services. Any additional personnel performing services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 8.2. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs and expenses of any nature to the extent arising from Consultant's personnel practices. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any reimbursement or indemnification arising under this Section. 9.0 Subcontractors No portion of this Agreement shall be subcontracted without the prior written approval of the City. Consultant is fully responsible to City for the performance of any and all subcontractors. Page 4 of 9 10.0 Assignment Consultant shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of City. Any purported assignment without such consent shall be void and without effect. 11.0 Insurance 11.1. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that Consultant has secured all insurance required under this Section. Consultant shall furnish City with original certificates of insurance and endorsements effecting coverage required by this Agreement on forms satisfactory to the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the City if requested. All certificates and endorsements shall be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at anytime. 11.2. Consultant shall, at its expense, procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of this Agreement. Insurance is to be placed with insurers with a current A.M. Best's rating no less than A:VIII, licensed to do business in California, and satisfactory to the City. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability: Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and, if required by the City, (3) Professional Liability. Consultant shall maintain limits no less than: (1) General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage and if Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and (3) Professional Liability: $1,000,000 per claim /aggregate. 11.3. The insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms supplied or approved by the City to state: (1) coverage shall not be suspended, voided, reduced or canceled except after 30 days prior written notice by certified mail, return receipt requested, has been given to the City; (2) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect Page 5 of 9 coverage provided to the City, its directors, officials, officers, (3) coverage shall be primary insurance as respects the City, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant's scheduled underlying coverage and that any insurance or self- insurance maintained by the City, its directors, officials, officers, employees, agents and volunteers shall be excess of the Consultant's insurance and shall not be called upon to contribute with it; (4) for general liability insurance, that the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the services or operations performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work; and (5) for automobile liability, that the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Consultant or for which the Consultant is responsible. 11.4. All insurance required by this Section shall contain standard separation of insureds provisions and shall not contain any special limitations on the scope of protection afforded to the City, its directors, officials, officers, employees, agents, and volunteers. 11.5. Any deductibles or self- insured retentions shall be declared to and approved by the City. Consultant guarantees that, at the option of the City, either: (1) the insurer shall reduce or eliminate such deductibles or self- insured retentions as respects the City, its directors, officials, officers, employees, agents, and volunteers; or (2) the Consultant shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses. 12,0 Indemnification, Hold Harmless, and Duty to Defend Consultant shall defend, indemnify, and hold the City, its officials, officers, employees, volunteers and agents serving as independent contractors in the role of city officials (collectively "Indemnitees ") free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any acts or omissions of Consultant, its employees, or its agents in connection with the performance of this Agreement, including without limitation the payment of all consequential damages and attorneys' fees and other related costs and expenses, except for such loss or damage arising from the sole negligence or willful misconduct of the City. With respect to any and all such aforesaid suits, actions, or other legal proceedings of every kind that may be brought or instituted against Indemnitees, Consultant shall defend Indemnitees, at Consultant's own cost, expense, and risk, and shall pay and satisfy any judgment, award, or decree that may be rendered against Indemnitees. Consultant shall reimburse City and its directors, officials, officers, Page 6 of 9 employees, agents and /or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its directors, officials, officers, employees, agents or volunteers. All duties of Consultant under this Section shall survive termination of this Agreement. 13.0 Equal Opportunity Consultant affirmatively represents that it is an equal opportunity employer. Consultant shall not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, sexual orientation, or age. Such non - discrimination includes, but is not limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or termination. 14.0 Labor Certification By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Workers' Compensation or to undertake self- insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 15.0 Entire Agreement This Agreement contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings, or agreements. This Agreement may only be modified by a writing signed by both parties. 16.0 Severability The invalidity in whole or in part of any provisions of this Agreement shall not void or affect the validity of the other provisions of this Agreement. 17.0 Governing Law This Agreement shall be governed by and construed in accordance with the laws of the State of California. 18.0 No Third Party Rights No third party shall be deemed to have any rights hereunder against either parry as a result of this Agreement. Page 7 of 9 19.0 Waiver No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise. 20.0 Prohibited Interests; Conflict of Interest 20.1. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the Services, or which would conflict in any manner with the performance of the Services. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest, which would conflict in any manner with the performance of the Services. Consultant shall not accept any employment or representation during the term of this Agreement which is or may likely make Consultant "financially interested" (as provided in California Government Code § §1090 and 87100) in any decision made by City on any matter in connection with which Consultant has been retained. 20.2. Consultant further warrants and maintains that it has not employed or retained any person or entity, other than a bona fide employee working exclusively for Consultant, to solicit or obtain this Agreement. Nor has Consultant paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Consultant, any fee, commission, gift, percentage, or any other consideration contingent upon the execution of this Agreement. Upon any breach or violation of this warranty, City shall have the right, at its sole and absolute discretion, to terminate this Agreement without further liability, or to deduct from any sums payable to Consultant hereunder the full amount or value of any such fee, commission, percentage or gift. 20.3. Consultant warrants and maintains that it has no knowledge that any officer or employee of City has any interest, whether contractual, non - contractual, financial, proprietary, or otherwise, in this transaction or in the business of Consultant, and that if any such interest comes to the knowledge of Consultant at any time during the term of this Agreement, Consultant shall immediately make a complete, written disclosure of such interest to City, even if such interest would not be deemed a prohibited "conflict of interest' under applicable laws as described in this subsection. 21.0 Attorneys' Fees If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, Page 8 of 9 the prevailing party in such litigation shall be entitled to have and recover from the losing party all of its attorneys' fees and other costs incurred in connection therewith. 22.0 Exhibits All exhibits referenced in this Agreement are hereby incorporated into the Agreement as if set forth in full herein. In the event of any material discrepancy between the terms of any exhibit so incorporated and the terms of this Agreement, the terms of this Agreement shall control. 23.0 Corporate Authority The person executing this Agreement on behalf of Consultant warrants that he or she is duly authorized to execute this Agreement on behalf of said Party and that by his or her execution, the Consultant is formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the Parties hereto, through their respective authorized representatives have executed this Agreement as of the date and year first above written. CITY OF SEAL BEACH CONSULTANT By: By: Jill R. Ingram, City Manager Name: Attest: Its: :- Robin L. Roberts, City Clerk 0 Name: Approved as to Form: Its: 0 Craig A. Steele, City Attorney Page 9 of 9 Proposal to Conduct a Police Department Organizational Resource Allocation Study Seal Beach, California matrix tw consulting group Table of Contents Letter of Transmittal Introduction to the Matrix Consulting Group 1 ......... . ................. ......... . ... .... .... .... ....... .... I .............. ..... Qualifications of the Firm and References 2 Qualifications of the Project Team 6 _ ............. .................... Work Plan and Schedule 8 ...................................................... ............................... Project Cost 19 Attachment — Project Team Resumes 20 .......... ............................... ...... . .. .... I ...... ......... matrix consulting group March 20, 2018 Commander Philip Gonshak Operations Bureau Seal Beach Police Department 911 Seal Beach Boulevard Seal Beach, CA 90740 Dear Commander Gonshak: The Matrix Consulting Group is pleased to present our proposal to conduct a Police Department Organizational Resource Allocation Audit and General Police Services Study for the City of Seal Beach (CA). Our proposal is based on our review of the City's Request for Proposals, our research on the Police Department and its background, as well as our experience analyzing hundreds of police departments in California and across the country. Our firm has assisted hundreds of police chiefs, policymakers and municipal managers improve department management, organization, staffing and operations in over 350 studies — and over 100 in California. Our experience includes many agencies similar to the Seal Beach Police Department. Some of our recent police department clients include the following, with similarly sized and in -state departments highlighted in bold text: Albuquerque, NM Hayward, CA Aurora, CO Howard County, MD Austin, TX Kansas City, KS & MO Asheville, NC Laguna Hills, CA Berkeley, CA Lansing, IL Beverly, MA Lower Saucon Township, PA Beverly Hills, CA Lynnwood, WA Carlisle, PA Mahwah, NJ Columbia, MO Midwest City, OK Coral Gables, FL Omaha, NE Dane County, WI Peoria County, IL Greenbelt, MD Peoria, AZ Portland, OR Rancho Cordova, CA Redding, CA Roseville, CA San Antonio, TX San Clemente, CA San Jose, CA Spokane, WA Suffolk, VA Vernon, CA Wichita, KS Winnipeg, MB These capabilities represent a significant area of our practice. For instance, we are currently working with Fort Worth (TX), Miami Beach (FL), Clayton (MO) and Sacramento (CA) on studies centered around evaluating workload and staffing needs. 201 San Antonio Circle, Suite 148 • Mountain View, CA 94040 • 650.858.0507 - 650.917.2310 fax SF Bay Area (Headquarters), Boston, Charlotte, Dallas, Portland, Salt Lake City, St. Louis It should also be noted that our experience analyzing law enforcement issues in Orange County (CA) is exceptional — we have recently worked with Aliso Viejo, Laguna Hills, Laguna Woods and San Clemente on contract policing issues and are currently working with all Orange County cities on developing a new contract police model. We are particularly excited about this opportunity given our specific expertise in conducting these types of studies. Our firm has developed advanced analytical models and techniques for analyzing deployment strategies, including the impact of patrol schedule configuration changes and geographic redistricting to improve the effectiveness of field services and to facilitate community policing. Our firm combines leading analytical capabilities with extensive expertise in conducting studies for law enforcement clients, as evidenced by our project team: Richard Brady, the President of the firm, has over 30 years of consulting experience, which comprises over 300 studies for police department clients. He will be the project manager on the study, and will be involved in every project task, in addition to being the key point of contact. Ian Brady, a Senior Manager, specializes in law enforcement consulting and develops our deployment optimization, patrol redistricting, and service needs planning models. He has worked on over 55 studies for law enforcement clients. John Scruggs, a Manager, has over 26 years of law enforcement experience. He co- authored legislation on body worn cameras in Oregon. Greg Mathews, a Senior Manager, with over 27 years of experience as a police consultant, a police auditor and a supervising crime analyst. He has worked with Matrix and in predecessor firms since the last 1980s. If you have any questions, please do not hesitate to contact me through our headquarters office at 650 - 858 -0507 or by email at rbrady @matrixcg, net. Matrix Consulting Group Richard P. Brady President Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA 12 Introduction to the Matrix Consulting Group The Matrix Consulting Group was formed by senior consultants who created it in order to pursue a service in which the senior people actually do the work providing value to our clients' consulting work. Our only business focus is the provision of organization and management analytical services to local government, as summarized below: We were founded in 2002. However, the principals and senior staff of our firm have worked together in this and other firms as one team for 10 to 30 years. Our only market and service focus is management, staffing and operations analysis of local government. Our scope is national but with extensive experience in California throughout the country. Our most significant service area is public safety. The Matrix Consulting Group project team has conducted staffing studies of more than 350 law enforcement agencies in California (over 100 studies) and the country. Our services in police consulting are varied and include: — Staffing, scheduling and deployment — Organizational and management effectiveness — Resource planning — Implementation of 21St Century Policing concepts Our police consulting team is comprised not only of career police services consultants but also former police managers who are now consultants with the firm. We work together as one team on our police consulting engagements and do not generally utilize subcontractors — we have the expertise in house and can provide consistent depth and quality to our studies as a result of this approach. Our firm is national — our headquarters are in California (where we are incorporated), Portland, Washington, Illinois, Texas, Massachusetts, and North Carolina. We currently have 18 full -time and 8 part-time staff. We are proud of our track record in providing analytical assistance to police departments specifically. This track record is bolstered by our rate of successful implementation, which exceeds 80% of recommendations made. Matrix Consulting Group Page 1 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA 12 Qualifications of the Firm and References This section of the proposal provides the experience of the firm and the project team conducting police staffing and related studies. Prior Experience Our firm has extensive experience conducting studies for law enforcement agencies, having worked with over 350 clients in California and across the country, as well as in Canada. We have assisted hundreds of police chiefs, policymakers, and managers in evaluating staff needs, deployment, and department organization. Some of our recent police department clients include the following, with California departments highlighted in bold text: Albuquerque, New Mexico Arlington, Texas Arlington, Washington Asheville, North Carolina Aurora, Colorado Austin, Texas Bayonne, New Jersey Berkeley, California Beverly, Massachusetts Beverly Hills, California Carlisle, Pennsylvania Chula Vista, California Clearwater, Florida Columbia, Missouri Coral Gables, Florida Corvallis, Oregon Elko, Nevada Greenbelt, Maryland Hayward, California Hennepin County, Minnesota Howard County, Maryland Kansas City, Kansas Kansas City, Missouri Kauai County, Hawaii Kyle, Texas Laguna Hills, California Lansing, Illinois Lower Saucon Twp, Penn. Lynnwood, Washington Mahwah, New Jersey Midwest City, Oklahoma Omaha, Nebraska Orange County. Florida Peoria, Arizona Portland, Oregon Raleigh, North Carolina Rancho Cordova, California Redding, California Rio Rancho, New Mexico Roseville, California San Antonio, Texas San Clemente, California San Jose, California Seaside, California Sherwood, Oregon Spokane, Washington Suffolk, Virginia Tacoma, Washington Vancouver, Washington Vernon, California Watertown, Massachusetts Wichita, Kansas Winnipeg, Manitoba York, Pennsylvania A more complete list of all of our prior projects as a firm can be found in the resumes which are provided in the Attachment to this proposal. We are currently working with Fort Worth (TX), Miami Beach (FL), Clayton (MO), Sacramento (CA) and Yarmouth (MA) on studies centered around evaluating workload staffing needs, organization, and deployment strategies. It should also be noted that our experience analyzing law enforcement issues in Orange County (CA) is exceptional — we have recently worked with Aliso Viejo, Laguna Hills, Laguna Woods and San Clemente on contract policing issues and are currently working with all Orange County cities on developing a new contract police model. Matrix Consulting Group Page 2 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Finally, another division of our firm has worked with Seal Beach developing cost of service models for the City. 2. References The following references are provided for the City and Department to use to contact regarding the quality and responsiveness of our work. We can provide other examples of our work and references on request. References and Descriptions of Recent Projects Roseville, California Matrix completed a comprehensive planning study for the Roseville Police Department, developing detailed 10 -year Police Department Planning service needs and staffing projections through the year 2026. Study The analysis made extensive use of planning and economic Chief James Maccoun forecasting data to model the effects of the city's rapid growth (916) 774 -5011 on future levels of crime and police call for service volumes. The forecasts then translated these workloads into the required staffing levels at each position level in every area of the department. San Clemente, California The Matrix Consulting Group took an in -depth examination of contract police services in this Orange County city. The study Police Services Assessment included an analytical examination of services and needs. The and Community Strategic study also included extensive input from the community — Plan interviews, a town hall meeting and an online survey. Through the community input a critical finding was made — in spite of the Erik Sund 'facts' demonstrating that the City was extremely safe in terms of Assistant City Manager crime, large segments of the community did not feel safe (e.g., 76% of respondents believed it was unsafe to walk outside at (949) 361 -8322 night and 72% believed that it was getting worse). Rather than using an analytical approach to demonstrate that these fears were unfounded, the project team developed a community partnership or strategic plan for police services to address these fears through regular meetings and reporting, deployments, programs and alliances with other regional services. The firm helped the City initiate this process and participated in a new chief selection process. Matrix Consulting Group Page 3 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Laguna Hills, California Laguna Hills had received law enforcement services from the Orange County Sheriff's Department since incorporation in Police Services Study the early 1990's. In spite of demonstrated high service levels and support from the community problems surfaced — costs Don White had escalated during the last recession as personnel costs, City Manager especially pension costs, rose faster than inflation; assigned (949) 707 -2600 deputies were out of the City a large amount of time, often on lower priority responses; and the service lost a level of proactivity that is critical. Key recommendations included changing policies to restrict out of City responses, additional compensation from neighboring Laguna Woods for the provision of all late night services, and sharing the cost of the Administrative Sergeant with another contract city. We have also just completed a follow up study with the City and two of its neighbors to evaluate the feasibility of a three city contract and are working with all Orange County contract cities to develop a new model for police services. Columbia, Missouri Matrix completed a deployment study for the Columbia Police Department, focusing on the patrol and investigative Police Department Staffing divisions. The project team was tasked with determining and Deployment comprehensive staffing needs, as well as to develop the Assessment most efficient shift schedule and allocation of officers to target variations in workload and maximize proactive Deputy Chief John Gordon capabilities, while also taking into consideration other factors Project Coordinator that may affect the feasibility of a new shift configuration. (573) 874 -7607 In order to determine the most efficient deployment schedule, Matrix built an advanced model to examine the effects of different start times, workdays, and personnel assignments on patrol proactivity throughout the week. _ .. ..... ................... ............................... Carlisle, Pennsylvania The project team developed a management and staffing plan for the Carlisle Police Department, with the project Police Department coming a time of significant change in the borough's home Organizational Review rule system. The study created a management plan for the Chief, Borough Manager and Borough Council to provide Mathew Candland effective oversight and performance expectations. The Borough Manager study also reviewed operations, including improvements in (717) 240 -6921 community service, patrol, investigative case management, and crime analysis. Finally, the project team provided assistance to the Borough on transition of chiefs. Matrix Consulting Group Page 4 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Lynnwood, Washington The Matrix Consulting Group recently completed this study involving two separate public safety projects: the Lynnwood Police Department and Police Department and the City's separate jail operation. Key Detention Services Study findings and recommendations included modifying the 12 -hour shift program; reducing dedicated traffic enforcement staffing; Corbitt Loch maintaining patrol and K9 staff levels but formalizing minimum Project Manager staffing requirements; slightly modifying facility security (425) 670 -5406 features to enhance prisoner movement; revising the cost recovery model for out -of- jurisdiction prisoners; and recommending an increase in four positions in the detention facility. Matrix Consulting Group Page 5 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA 13 Qualifications of the Project Team The following table provides abbreviated bios for the proposed project team. Richard Brady, the project manager, would serve as the primary point of contact. Summary of Project Team Qualifications Richard Brady Mr. Brady has been providing management consulting services to President, municipalities for 35+ years across all governmental functions, including Project Manager over 250 law enforcement department clients, conducting costs and financial analysis, organizational and operational assessments, organizational structure reviews, feasibility studies, technology and equipment reviews, and performance audits. This includes recent police department assessments for Roseville, San Jose, San Clemente, Sacramento, Pacifica, Hayward and Chula Vista (CA), Peoria and Phoenix (AZ), Kauai County (HI), Lansing (IL), Austin and San Antonio (TX), DeKalb County (GA), Wichita and Kansas City (KS), Asheville (NC), Elko (NV), Carlisle (PA), Columbia and Kansas City (MO), Portland (OR), Omaha (NE), Aurora (CO), Hennepin, Ramsey and Anoka Counties (MN), Midwest City (OK), Mahwah, Mendham and Lawrence Township (NJ), Arlington (WA), Montpelier (VT), and Birmingham (AL). He has a Doctoral Degree from Oxford University and a BA from Cal State, Hayward. Ian Brady Ian Brady is a Senior Manager with the Matrix Consulting Group as part Senior Manager, of our Management Services Division. He has over 6 years of consulting Project Analyst experience. He specializes in public safety and is dedicated to providing analysis for all of our police studies. Mr. Brady also developed the firm's analytical models for scheduling and deployment, as well as GIS tools for analyzing field workloads, beat /district design, and service need projections. He has also developed our staffing planning models which are used by many of our previous clients. Mr. Brady has recently worked on police management studies for Laguna Hills, Hayward, and San Jose (CA), Orange County (FL), Peoria (AZ), Kansas City (MO), Wichita (KS), Austin (TX), Mahwah (NJ), Raleigh (NC), Birmingham (AL), DeKalb County (GA), Hennepin, Ramsey and Anoka Counties (MN), and Kauai (HI). He received his BA in Political Science from Willamette University. Matrix Consulting Group Page 6 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Greg Mathews Mr. Mathews, a Senior Manager, has over 27 years of private sector and government experience, performing as both a senior management Senior Manager consultant and executive manager. He is based in our Washington State office. He concluded his public sector career in 2005 as Deputy Director of Auditing for the Los Angeles City Controller's Office where he managed the day -to -day functions of the Performance Auditing, Follow - up, and Management Assessment sections in the Performance Audit Division. He began his formal career with the Pasadena Police Department, supervising the Crime Analysis Unit and became a POST - certified Level 1 Reserve Police Officer. His prior police engagements include most recently, Lynnwood and Tacoma (WA), Corvallis and Sherwood (OR), Goleta, Inglewood, Roseville and Chula Vista (CA), Milwaukee (WI), Montville (NJ), Birmingham (AL), Suffolk (VA), Hayward (CA), Omaha (NE). He holds a BA degree from UC Davis and M.P.A. from the University of Southern California. John Scruggs John Scruggs is a Manager with the Matrix Consulting Group. He has a strong background in law enforcement, including having previously Manager, served as a Captain for the Portland Police Bureau. He has served in all Project Analyst facets of law enforcement including patrol, investigations, training and administration during his 26 -year career. Mr. Scruggs was a member of our police department study teams for Kansas City (KS) and Kansas City (MO), Wichita (KS) and Midwest City (OK) as well as Lower Saucon Township (PA), Riverside County, Sacramento and San Jose (CA). Recently, he has provided additional assistance to Lower Saucon Township by acting as their interim chief. Mr. Scruggs has an BA and MPA from Portland State University. Mr. Scruggs has also received management course certificates from the Oregon Department of Public Safety Standards and Training. Ryan Peterson Ryan Peterson is a Consultant with the Matrix Consulting Group, Consultant, specializing in GIS and data analytics. He has over five years of Project Analyst experience in conducting geospatial analysis for local and regional governments, and previously worked for Portland and Beaverton, OR). Mr. Peterson is currently working on police analytical projects for West Sacramento (CA), Davenport (IA), and Orange County (FL). He holds a BS in Geography /GIS from University of Oregon, as well as a GIS Graduate Certificate from Portland State University, and a certificate in programming from the Epicodus School. Matrix Consulting Group Page 7 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA 14 Work Plan and Schedule This section of the proposal provides our understanding of the scope of work for this project as well as our proposed task plan and schedule. 1. Background and Scope of Work The City of Seal Beach is unique — the gateway to Orange County's renowned coastline, this City is quiet and has a small town feel that residents and visitors desire to keep. This desirability is enshrined in the City's Mission Statement: The City of Seal Beach provides excellent City services to enhance the quality of life and to preserve our small town character. Consistent with this mission, the Seal Beach Police Department is committed to providing high quality, community- oriented policing services to the residents and businesses it serves. Because law enforcement is an essential element in establishing a safe community, this study will provide that baseline assessment of its organization, staffing and operations for the Police Department. As a result, the City of Seal Beach is seeking an experienced consultant to conduct a comprehensive study of the Police Department. The purpose of the study is to: Examine service levels and workloads. Develop recommendations regarding the most efficient and effective approaches to managing work and services to the public, including partnerships with the community to develop strategies to solve problems. Develop recommended staffing levels for all functional areas of the Department. Develop an organizational assessment which fosters efficient work flows and accountability. The Department has operated in an environment in this major crime (UCR Part 1 crime) has been stable and occurring at relatively low levels as shown in the table below (data through 2016, the FBI's most recent update): Matrix Consulting Group Page 8 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Part I Crimes Per 1,000 2012 2013 2014 2015 2016 Violent Crime 17 16 26 24 28 Criminal Homicide 0 0 0 0 1 Rape 1 1 1 1 1 Robbery 5 8 7 5 4 Aggravated Assault 11 7 18 18 22 Property crime 545 462 494 594 546 ,✓� Burglary 135 93 88 80 80 Larceny -Theft 387 336 372 478 425 Motor Vehicle Theft 23 33 34 36 41 Arson 1 1 0 0 1 Part I Crimes Per 1,000 23.2 5YR Violent Crime ♦ 65% SYR Property Crime A 0% Major crime trends show an increase in violent crime through 2016, particularly in the category of aggravated assaults. However, it is important to point out that these most serious crimes are relatively uncommon. Property crimes have changed little in recent years. Staffing in the Police Department has changed little during this period as shown in the following table. 2012 2013 2014 2015 2016 Swom 31 31 31 31 30 Civilian 17 17 14 15 15 Total 48 48 45 46 45 The current organization of the Seal Beach Police Department is along functional lines as shown in the following organization chart: Matrix Consulting Group Page 9 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Operations, headed by a Commander, is responsible for patrol investigations and crime analysis. Support, also headed by a Commander, is responsible for the detention facility, records, parking enforcement, and property and evidence. Matrix Consulting Group Page 10 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA 2. Project Task Plan The tasks below describe the general activities and scope of work in which the project team will engage in and complete in order to conduct the study. Task 1 I Conduct Initial Interviews to Develop an Understanding of the Seal Beach Police Department and the Reasons for the Study. To fully evaluate the issues facing the Seal Beach, as well as to identify the law enforcement needs of the community, the project team will develop our understanding of the department, including attitudes toward existing service levels, as well as the unique characteristics of policing programs and services it provides. This process includes the following elements: Interview the City Manager and elected officials (if desired) in order to obtain their views on police service issues and improvement opportunities, as well confirming the goals and objectives of the study. Conduct comparable initial interviews with the Police Chief and Commanders. Interview representatives of the collective bargaining unit. We will hold an initial meeting of the project steering committee. These initial interviews will focus on determining individual attitudes toward current law enforcement services and organizational considerations, including the following topics: Adequacy of existing service levels. Operational management systems. Responsiveness to community priorities and other service needs. Perceived gaps in existing service levels and programs. The project team will also begin to collect various documents, including departmental goals, vision, and objectives statements, as well as other organizational materials and budgetary documents. TASK RESULT Based on the results of these interviews and initial data collection, the project team will prepare an issues list that will provide the basis for subsequent analytical steps. Matrix Consulting Group Page 11 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Task 2 I Document Employee Attitudes Toward Department Strengths and Improvement Opportunities To fully evaluate the organization, it is important that the project team understand the range of employee perceptions in the SBPD. To be credible, this input needs to be accomplished at the outset of the analysis. We have found in our previous work that in addition to interviewing many employees in this Department, the use of a survey instrument is an ideal way to maximize input and increase the perception of the study as an objective effort. Documentation of employee attitudes will consist of the following: Preparation of a confidential questionnaire to be distributed to all sworn and civilian employees. The project team will structure a questionnaire that is tailored to the unique characteristics of the SBPD based on the initial interviews. Respondents are able to complete the survey through the online survey tool SurveyMonkey, allowing for respondent anonymity to be preserved. The employee survey will elicit responses to such issues as: — Workload and service management. — Staffing levels. — Operations management and improvement opportunities. — Proactive Police Department community relations. Preparation of an issues paper that summarizes questionnaire results. TASK RESULT The results of the employee survey will be reviewed with the project steering committee. Upon completion of the project, the summarized results will be made available to all employees in the Department. Task 3 } Profile the Organization, Staffing, and Operations of the Seal i Beach Police Department The development of a detailed understanding of the Department's organization, staffing, workload levels, and service needs is central to the analysis of the study. In order to develop this foundational understanding, we will document the organizational and operational characteristics of the Department as described in the subsections below. The work necessary to develop this understanding will be obtained both through data which we will collect plus interviews with a large number of the staff in the Department. (1) Patrol We will profile and analyze field patrol services in terms of the following: Matrix Consulting Group Page 12 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Employing data extracted from dispatch information and available reports, field patrol workloads and service levels will be profiled and analyzed in terms of: — Community - generated call for service demand by time of day and day of week for the last twelve months, including: Call frequency. Time required to handle calls for service. Availability of back -up and time required for back -up. Patrol areas — Average response times by priority of call for service handled. — Number and types of calls handled through other alternative capabilities, such as telephone reports. Levels of officer - initiated activity by type of activity, time, location, and result. Document field patrol deployment practices under existing staffing levels. Through the analysis of rosters and other appropriate documents, the project team will document actual field patrol deployment in terms of: — Scheduled deployment by time of day and day of week and area. — Shift relief factors such as: On -shift court appearance requirements. Sick leave, vacation and other time -off requirements. Special assignments. Training. Level of traffic enforcement, including citation / contact activity. (2) Investigations Investigative workloads and service levels will be analyzed in terms of: Current investigative policies including case screening approaches, types of cases worked, and other policies impacting staff utilization and workload. Caseloads for each detective and the status of cases in terms of open and active versus just being 'open'. Matrix Consulting Group Page 13 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA (3) Other Administrative and Support Services The project team will also evaluate other support functions in the Department: Review in- service training for staff, including existence of formalized in- service training programs, the types and amount of training provided to staff, and related program costs. Documentation of records processes by activity type and volume, focusing on processing turnaround times and any processing backlogs. Review of evidence inventory and control functions including roles relating to evidence collection and processing, as well as evidence audits and retention. Review of professional standards functions, including the scope of responsibilities, proactive risk management capabilities, and involvement in other areas, such as recruitment. TASK RESULT A descriptive profile will be created, detailing the staffing, organization, workload levels, and deployment schedules of the department. This descriptive document will be reviewed with staff as well as the project steering committee. Task 4 Identify Key Staffing and Operational Issues By this point in the process, the project team will not only have documented the 'as is' state of the Department as well as initial issues regarding operations and staffing. The project team will develop a detailed list of issues to use in a diagnostic assessment of the Police Department, using a combination of benchmarks and comparisons with best practice assessments in order to identify issues areas in Department staffing, organization, and management practices. The standards used in this assessment represent the project team's experience working with police agencies, as well as standards from other organizations (e.g., CALEA, IACP, etc.). TASK RESULT The results of this analysis will be documented in a comparative assessment of issues in the context of best practices in law enforcement. Matrix Consulting Group Page 14 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Task 5 I Evaluate the Staffing, Management and Organizational Needs of the Police Department The project team will analyze the staffing levels necessary to achieve target service levels for law enforcement function now and as a basis for the immediate future. The project team will also evaluate opportunities to improve the use of existing resources to meet those objectives. Key steps in the analysis include the following: Employ the firm's patrol staffing model to calculate the most optimal and effective deployment of field personnel, using both current and alternative schedule configurations. The model will determine field deployment requirements incorporating both reactive workloads and proactive patrol capabilities. — The project team will develop a staffing plan for Patrol which will take into account the amount and structure for an appropriately balanced service combining reactive needs (i.e., responding to calls for service) and proactive needs. — The project team will evaluate call for service management techniques such as differential response for low priority calls for service. Evaluate investigative staffing needs based on case totals in the context of case management approaches. This assessment takes into account: — The appropriate functional organization of investigative units for consistency and coordination of leads and cases. — The entire case management process starting with field supervisory report review, investigative unit review, assignment and follow -up of cases. Analyze report volumes and other information in records. Evaluate the Department's organization structure in terms of the allocation of functions and spans of control. TASK RESULT The analysis will result in an interim deliverable that identifies staffing needs every functional area of the Police Department. Issue areas relating to operations and service delivery will also be examined. The following pages provide illustrative examples of the firm's approaches to the analysis of crime, calls for service, and patrol operations: Matrix Consulting Group Page 15 Q Z Q O tl J Q N U � 2 v U Q w y m W m LL d N 7 O � w W co p C O � f0 N N O � Q N N � = a h 'E m r c U C f m N T n d N � C a U N a. � N d c d p E U to a x m W c 0 a` FY ■ i4 N N C 1 O CL o� m 1 , } 1 r / � 1 1 � 1 • 1 •) f � i a t r � • • ti y 0 E V G a U O a a O a h c Q i i c c i L7. �U -1❑ � i d a CL 7 p 0 rn c N c O U x A i Proposal to Conduct a Police Department Resource Allocation Study (2) Call for Service Demand by Hour and Weekday Hour Su 12sm 392 lam 437 2am 347 3am 4am Sam 6am 7am 358 8am 465 9am 286 482 loam 336 515 llam 330 526 12pm 521 4Cin fpm �0*22 2pm 431 504 3pm ��. 616 4pm - Spm 386 6pm 426 7pm 504 Rpm 347 Spm 246 10pm 291 l l pm Total 8,154 Sun Mon Tue Wed 409 336 252 302 9,184 442 319 420 476 498 459 532 476 610 504 409 588 454 560 532 661 605 616 683 510 549 510 605 610 655 610 504 470 381 448 420 297 241 280 9,363 9,184 Thu 246 Fri 342 235 SEAL BEACH, CALIFORNIA Sat 420 241 319 386 286 482 482 403 448 470 442 459 426 SID 560 538 650 655 504 487 470 554 487 549 554 571 752 594 448 599 655 521 605 566 487 644 717 594 605 706 538 454 616 487 336 470 566 291 431 470 308 398 409 9,492 10,326 9,710 (3) Patrol Proactive Time by Hour and Weekday Total 1,893 1,484 1,187 885 638 650 974 2,240 2,957 3,086 3,254 3,718 3,623 3,718 3,802 4,206 4,116 3,696 4,245 4,334 3,287 2,783 2,453 2,184 65,414 Time u Units S M T W Th F Sa Overall 2am -6am 31.4 15% 28% 45% 6am -10am 37.0 48% 10am -2pm 38.9 19% -1% 3% 5% 5% 14 8% 6% 2pm -6pm 73.6 34% 33%® 43% 6pm -10pm 52.3 15% 8% 14% 10% 14% 7% 17% 16% 10pm -2am 53.6 8% 29% - 34% 28% 9% 35% Overall 47.8 32% 33% 33% 34% 34% 30% 30% 32% Matrix Consulting Group Page 17 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA Task 6 Develop a Final Report and Present the Results of the Study Once the work tasks described above have been completed, our findings, conclusions, and recommendations will be documented in the form of a staffing and organizational study for the Seal Beach Police Department. This report will consist of the following elements: Executive summary of all key findings and recommendations, including opportunities to improve services and operations within existing budget resources, as well as the costs of alternative and additional services. Analysis of existing operations, organization, management and staffing needs based on service level targets. Supporting materials, such as the descriptive profile, results of the employee survey, and the best management practices assessment. TASK RESULT Once the draft report and implementation plan has been reviewed and any modifications have been completed, we will present the final report to the City Council, if desired. 3. Project Schedule The following chart presents a proposed 14 -week project schedule, beginning after a notice to proceed is issued and concluding with the completion of the draft final report: Initiation Employee Input Profile Issues Staffing / Operations Final Report 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Matrix Consulting Group Page 18 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA 4 Cost Proposal The Matrix Consulting Group is pleased to submit our cost proposal to conduct the Seal Beach Police Department Comprehensive and Resource Allocation Study. Our price to conduct this study at the level of detail described in this proposal for a fixed price of $44,000, including the cost of professional time and reimbursable expenses relating to travel. Hourly rates and the amount of work to complete each task is provided in the table below: Project Sr. Manager/ Manager Manager Consultant Total Hours Initiation 8 0 0 8 Employee Input 0 4 8 12 Profile 8 56 16 80 Issues 8 24 8 40 Staffing / Operations 16 48 16 80 Final Report 16 32 8 56 Total Hours 56 164 56 340 Hourly Rate $200 $150 $75 Total Professional Fees $11,200 $24,600 $4,200 $40,000 Project Expenses $4,000 Total Project Cost $44,000 Our usual practice is to invoice on a monthly basis up to the project/contract amount, and we are amenable to alternative invoicing approaches. Matrix Consulting Group Page 19 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA RICHARD P. BRADY President, Matrix Consulting Group Project Manager Background Richard Brady is the Matrix Consulting Group's President. Mr. Brady has been a management consultant to local government for more than 35 years. Prior to joining the Matrix Consulting Group, he was the MAXIMUS national Vice President in charge of its local government consulting practice, and before that the managing partner of the California -based management consulting firm of Hughes, Heiss & Associates. Mr. Brady has conducted numerous studies of every local government function. However, the vast majority of his work is in the law enforcement, criminal justice and public safety areas. In recent years, he has led the firm in its assistance to police departments in implementing 21s' Century policing concepts. Experience in Law Enforcement Analysis The following points summarize Mr. Brady's project experience. Law enforcement management and operations studies covering workload, staffing, service levels, and internal procedures and policies. Clients served include: State Law Enforcement Management and Staffing Studies Alaska Anchorage Arizona Goodyear, Phoenix, Prescott Valley California Alameda County, Anaheim, Berkeley, Butte County, Chula Vista, Citrus Heights, Contra Costa County, Galt, Gilroy, Goleta, Glendale, Kern County, Laguna Hills, Los Angeles, Los Angeles County, Los Gatos, Lynwood, Monrovia, Napa, Ontario, Orange County, Palmdale, Palo Alto, Pittsburg, Poway, Redding, Riverside County, Roseville, San Jose, Pasadena, Patterson, San Bernardino, San Bernardino County, San Mateo County, San Rafael, Santa Ana, Santa Barbara County, Santa Monica, Sonoma County, Sunnyvale and Vernon Colorado Aurora Connecticut Stamford Florida Alachua County, Coral Gables, Jacksonville, Jupiter, North Miami Beach, Orange County, Pasco County, Pinellas County, Port Richey and Venice Georgia Americus, Augusta- Richmond County, DeKalb County, Fulton County, Hall County, and Chatham County Matrix Consulting Group Page, 20 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA State Law Enforcement Management and Staffing Studies Kansas Kansas City, Wichita and Wyandotte County Louisiana Alexandria Massachusetts Beverly, Boston, Lawrence, Milford, Mansfield, Burlington, Pelham, Watertown, Wayland, Westwood, Whitman Minnesota Anoka County, Hennepin County and Ramsey County Missouri Kansas City, Columbia, Des Peres and Raymore Nebraska Omaha Nevada Las Vegas Metropolitan Police Department, Elko, Sparks and Reno New Hampshire Portsmouth New Mexico Albuquerque New Jersey Mahwah, Mendham, Lawrence Township, Franklin Township, Montvale, Woodcliff Lake and Park Ridge New York Albany, Carthage, Endicott, Newburgh, Vestal and Briarcliff Manor North Carolina Burke County and Durham Michigan Alpena and Detroit Oklahoma Midwest City Ohio Fairborn Oregon Portland, Clackamas County and Grants Pass Pennsylvania Carlisle, Lower Saucon and York South Carolina Beaufort County, Charleston County, Hilton Head Island, Spartanburg County Tennessee Nashville- Davidson County and Knox County Texas Arlington, Austin, San Antonio, Kyle, Terrell, El Paso, Grand Prairie and Southlake Utah Salt Lake City Vermont Brattleboro and Montpelier Virginia Richmond, Leesburg and Loudoun County Washington Arlington, Spokane, Kirkland and Snohomish County Matrix Consulting Group Page 21 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA State Law Enforcement Management and Staffing Studies Wisconsin Sun Prairie, Milwaukee, Dane County Canada Winnipeg Law Enforcement Program Studies: Mr. Brady has performed a wide variety of studies of law enforcement programs and services. Selected studies have included the following: Emergency Communications — over 75 studies of existing communications centers (e.g., Monterey County, CA) as well as consolidation alternatives (e.g., San Mateo County, CA). Personnel policies and procedures studies for Escondido (CA), Danville (VA) and Fluvanna County (VA). Secondary employment policy development for all San Mateo County (CA) police agencies and the Sheriff's Office. Regional Law Enforcement Feasibility Studies: Mr. Brady has been involved or managed several law enforcement regionalization studies. These have included the following: Regionalization Opportunities in Training and Communications for the Boston Metropolitan Area. The Regionalization Commission chose members of this project team to work with over 110 agencies on public safety regional issues. Law Enforcement Consolidation Feasibility Study for Broome County, New York: All police services have begun to consolidate all support functions (communications, records, information systems, training) as well as shift supervision as a first step to consolidation. Regional Law Enforcement Feasibility Study for Riverside and San Bernardino County, California Contract Cities: In each study, cities receive contracted law enforcement services from County Sheriff's Office. Because the philosophy of contracting, costs increased dramatically. Three Community Police Consolidation Feasibility Study — for Montvale, Woodcliff Lake and Park Ridge (NJ). Education BA, California State University, Hayward Ph.D., Oxford University, United Kingdom Matrix Consulting Group Page 22 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA IAN BRADY Senior Manager, Matrix Consulting Group Background Ian Brady is a Senior Manager with the Matrix Consulting Group as part of our Management Services Division. He began with the firm as an intern before joining full - time, and has over 6 years of consulting experience. He specializes in public safety and is dedicated to providing analytical support for all of our police, fire, emergency communications and criminal justice system studies. Mr. Brady also developed the firm's GIS -based analytical tools for analyzing field service workloads and service levels, beat design and efficiency, and alternatives to resource deployment and scheduling. Experience in Law Enforcement Studies Mr. Brady has experience conducting law enforcement management, staffing and operations studies, including recently for the following clients: Adams County, Colorado Anoka County, Minnesota Arlington, Washington Austin, Texas Berkeley, California Birmingham, Alabama Carlisle, Pennsylvania Chula Vista, California Columbia, Missouri Cooper City, Florida DeKalb County, Georgia Hanford, California Hayward, California Hennepin County, Minnesota Howard County, Maryland Huntington Beach, California Kansas City, Missouri Kauai County, Hawaii Kyle, Texas Lynnwood, Washington Education Midwest City, Oklahoma Mahwah, New Jersey Orange County, Florida Portland, Oregon Patterson, California Peoria, Arizona Raleigh, North Carolina Ramsey County, Minnesota Redding, California Rio Rancho, New Mexico Rockingham County, New Hampshire Roseville, California Sacramento, California San Jose, California Shasta County, California Suffolk, Virginia West Sacramento, California Wichita, Kansas Winnipeg, Manitoba Wyandotte County, Kansas Mr. Brady received his BA in Political Science from Willamette University. Matrix Consulting Group Page 23 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA GREG MATHEWS Senior Manager, Matrix Consulting Group Background Greg Mathews is a Senior Manager in our office in Spokane (WA). He has over 27 years of private and public sector experience, performing as both a senior management consultant and executive manager. He began is public sector career at the Pasadena Police Department and also served as supervising police auditor for the City of Los Angeles. For nearly 28 years he has provided public sector consulting services to states, cities, counties, and special districts throughout the U.S. He has participated as project manager or lead consultant in over 100 public safety consulting engagements. Public Safety Studies Conducted studies of law enforcement throughout the country to include organizational and operational reviews, policy and procedure audit, staffinglscheduling practices, implementation of key performance metrics and use of information technology. Alameda County (CA) Midwest City (OK) Aurora (CO) Milwaukee (WI) Beverly Hills (CA) Mission Viejo (CA) Corvallis (OR) Montville (NJ) Chula Vista (CA) Omaha (NE) Dane County (WI) Orange County (CA) Eastpointe (MI) Orange County (FL) Glendale (CA) Placer County (CA) Goleta (CA) Republic (MO) Glenn County (CA) San Clemente (CA) Inglewood (CA) San Juan Capistrano (CA) Jackson County (OR) San Mateo County (CA) Kansas City (MO) San Rafael (CA) Kenmore (WA) Santa Monica (CA) Laguna Beach (CA) Sherwood (OR) Laguna Nigel (CA) Simi Valley (CA) Lake Forest (CA) South Pasadena (CA) Long Beach (CA) Stamford (CT) Los Angeles (CA) Tacoma (WA) Lynnwood (WA) Wichita (KS) Education: Mr. Mathews received his B.A. from UC Davis and M.P.A. degree from the University of Southern California Matrix Consulting Group Page 24 Proposal to Conduct a Police Department Resource Allocation Study SEAL BEACH, CALIFORNIA JOHN SCRUGGS Manager, Matrix Consulting Group Background John Scruggs is a Manager with the Matrix Consulting Group. He has a strong background in law enforcement, including having previously served as a Captain for the Portland Police Bureau. He has served in all facets of law enforcement including patrol, investigations, training and administration during his 26 -year career. In addition to his law enforcement background Mr. Scruggs has extensive experience in the legislative process. He has authored or co- authored five state laws and city ordinances. He received the 2015 partnership award from the Oregon Chiefs of Police Association and the Oregon State Sheriff's Association for his work on the Oregon Body Worn Camera bill. Mr. Scruggs also served as the Chair of the National Policy Board for the Gang Resistance Education and Training (G.R.E.A.T.) program. Project Experience He has worked with Matrix Consulting Group as internal project manager for the recent Portland Police Bureau (OR) staffing study. His consulting experience includes law enforcement studies for Lower Saucon Township (PA), Kansas City (MO), Kansas City and Wyandotte County (KS), Narberth (PA), Wichita (KS), Sacramento (CA), San Jose (CA), and Midwest City (OK). Recently, he has provided additional assistance to Lower Saucon Township by acting as their interim police chief and has assisted them in a recruitment for a permanent one. Education Mr. Scruggs has a Master of Public Administration from Portland State University. He received his Bachelor's degree in Political Science from Portland State University. Mr. Scruggs has also received mid - management and executive management course certificates from the Oregon Department of Public Safety Standards and Training. Matrix Consulting Group Page 25 Attachment "C March 13, 2018 The City of Seal Beach Police Department is seeking services from a qualified consultant to conduct a "Police Services Study" and an "Organization Resource Allocation Audit" of its current staffing model. The following is a listing of the areas in which the City of Seal Beach Police Department is seeking assistance: 1) Determining minimum staffing levels (Both Professional and Sworn) for the City of Seal Beach to deliver the highest quality of police services 2) Determining the best allocation of those resources 3) Designing the most effective and efficient organizational structure with the above recommended changes For your submission, please include the following: 1. Cover letter introducing the firm and /or individual who will be the primary contact person. 2. Detailed Statement of Qualifications including: a. A brief description of the consultant, including areas of specialization number of employees, and relevant prior experience b. Resumes of individuals assigned to complete the project c. The consultant's interest, abilities, and qualifications to perform all of the services as described above d. Any additional information that the consultant believes will be helpful in assisting with the review of your Statement of Qualifications e. Cost proposal including hourly rates for additional services that may arise as the result of this project