HomeMy WebLinkAboutAgr 2007-04-18 (Matrix Consulting Group)
AGREEMENT FOR PROFESSIONAL SERVICES
TO CONDUCT AN ORGANIZATIONAL AND OPERATIONAL REVIEW
AND ANALYSIS OF THE PUBLIC WORKS DEPARTMENT
THIS AGREEMENT is made and entered into by and between the TOWN OF
TIBURON, a Municipal Corporation of the State of California ("'Town") and MA TRIX
CONSULTING GROUP, INC., a CAl.\~(L~...i\ A- Corporation ("Consultant").
RECIT ALS
A. The T own requires management consulting and other professional business services
("Services") that cannot be provided by the Town's in-house staff and therefore wishes to
engage a qualified independent contractor to provide such services.
B. Consultant has the skill, experience, ability, background, certification and knowledge to
provide the Town with the necessary Services.
C. The parties wish to contract for the Consultant to provide said Services to the Town as
provided herein.
NOW, THEREFORE, in consideration of the mutual agreements contained herein and
other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, and intending to be legally bound hereby, the parties agree as follows:
AGREEMENT:
1. Scope of Service. Subject to the terms and conditions set forth in this Agreement,
Consultant shall provide to Town the Services described below and further detailed in Exhibit A
(which is attached hereto and incorporated herein by reference), as directed by the Town. The
project completion is scheduled for July, 2007, and any variance to the schedule must be approved
by the Town. To the extent that there are any conflicts between the provisions described in Exhibit
A and this Agreement, this Agreement shall control.
2. Compensation. Consultant's compensation under this Agreement shall be known as
the Contract Sum. The Contract Sum shall be a not-to-exceed amount of $20,000 (twenty thousand
dollars) as full compensation for the Services.
3. Effective Date and Term. The effective date of this agreement is
~~~\~ \ ~ T" , 2007, provided that Consultant shall not commence any work under
this agreement unless and until Town provides Consultant with a written notice to proceed. This
agreement shall terminate October, 31,2007.
4. Billings. Consultant shall submit monthly invoices to the Town describing its
services and fees, by task, provided during the previous month. Consultant shall not bill the Town
for duplicate services performed. Consultant's monthly bills shall include, at the minimum, the
10f9
Agreement For Public Works Operations Review
following information: A brief description of services performed by tasks and sub-tasks, percent
completion of each task and in total for the month (if applicable), fee earned amount of the tasks
and subtasks for the months (if applicable), hours (if applicable), totals to date, and the
Consultant's signature. The invoice format shall be approved by the Town in advance.
5. Status Reports. Consultant shall provide the Town with weekly written reports of
all developments arising during performance of its services hereunder.
6. Providing Services. Consultant shall assign only qualified, competent personnel to
perform services pursuant to this agreement. If Town asks Consultant to remove a person assigned
to the work called for under this agreement, Consultant agrees to do so immediately regardless of
the reason, or the lack of a reason, and replace the personnel to the satisfaction of the Town.
7. Assignment and Subcontracting. It is recognized by the parties hereto that a
substantial inducement to Town for entering into this agreement was, and is, the professional
reputation and competence of Consultant. N either this agreement nor any interest therein may be
assigned by Consultant without the prior written approval of the Town.
8. Insurance. On or before beginning any of the services or work called for by any
term of this agreement, Consultant, at its own cost and expense, shall carry, maintain for the
duration of the agreement, and provide proof thereof that is acceptable to the Town, the insurance
specified in subsections ( a) through (c) below with insurers and forms of insurance satisfactory in
all respects to the Town. Consultant shall not allow any subcontractor to commence work on any
subcontract until all insurance required of the Consultant has also been obtained for the
subcontractor.
(a) Workers' Compensation. Satisfactory Workers' Compensation Insurance and Employer's
Liability Insurance for any and all persons employed directly or indirectly by Consultant
shall be provided with limits not less than one million dollars ($1,000,000.00). In the
alternative, Consultant may rely on a self-insurance program to meet these requirements so
long as the program of self-insurance complies fully with the provisions of the California
Labor Code.
(b) Commercial General and Automobile Liability. Consultant, at Consultant's own cost and
expense, shall maintain commercial general and automobile liability insurance for the
period covered by this agreement in an amount not less than two million dollars per
occurrence ($2,000,000.00), combined single limit coverage for risks associated with the
work contemplated by this agreement. The Town Attorney shall have discretion to lower
this limit for projects that s/he finds, in her sole discretion, to have relatively low risk. If a
Commercial General Liability Insurance or an Automobile Liability form or other form
with a general aggregate limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this agreement or the general aggregate limit
shall be at least twice the required occurrence limit. Such coverage shall include but shall
not be limited to, protection against claims arising from bodily and personal injury,
including death resulting therefrom, and damage to property resulting from activities
contemplated under this agreement including the use of owned and non-owned
automobiles.
20f9
Agreement For Public Works Operations Review
No endorsement shall be attached limiting the coverage.
Each of the following shall be included in the insurance coverage or added as an
endorsement to the policy:
(i) Town, its officers, employees, agents, and volunteers are to be covered as
additional insureds as respects to each of the following: Liability arising out of
activities performed by or on behalf of Consultant, including the insured's general
supervision of Consultant; products and completed operations of Consultant;
premises owned, occupied or used by Consultant; or automobiles owned, leased,
hired, or borrowed by Consultant. The coverage shall contain no special limitations
on the scope of protection afforded Town, its officers, employees, agents, or
volunteers.
(ii) The insurance shall cover on an occurrence or an accident basis, and not on a
claims made basis.
(iii) An endorsement must state that coverage is primary insurance and that no other
insurance affected by the Town will be called upon to contribute to a loss under the
coverage.
(iv) Any failure of Consultant to comply with reporting provisions of the policy shall
not affect coverage provided to Town and its officers, employees, agents, and
volunteers.
(v) Insurance is to be placed with California-admitted insurers with a Best's rating of
no less than A: VII.
(vi) Written notice of cancellation or non-renewal must be received by Town at least
thirty days prior to such change, ten days notice if cancellation is due to
nonpayment of premium.
(vii) The policy must contain a cross liability or severability of interest clause.
(c) Professional Liability. Consultant, at Consultant's own cost and expense, shall maintain
professional liability insurance for licensed professionals and staff under direction of
licensed professional performing work pursuant to this agreement in an amount not less
than one million dollars ($1,000,000.00) covering Consultant's errors and omissions, as
follows:
(i) Written notice of cancellation must be mailed to the Town at least thirty days prior
to cancellation and shall be included in the coverage or added as an endorsement to
the policy.
(ii) The following provisions shall apply if the professional liability coverages are
written on a claims made form:
30f9
Agreement For Public Works Operations Review
1. The retroactive date of the policy must be shown and must be before the
date of the agreement.
2. Insurance must be maintained and evidence of insurance must be provided
for at least five years after completion of the agreement or the work.
3. If coverage is canceled or not renewed and it is not replaced with another
claims made policy form with a retroactive date that precedes the date of
this agreement, Consultant must provide extended reporting coverage for a
minimum of five years after completion of the work. The Town shall have
the right to exercise at the Consultant's cost, any extended reporting
provisions of the policy should the Consultant cancel or not renew the
coverage.
4. A copy of the claim reporting requirements must be submitted to the Town
prior to the commencement of any work under this agreement.
(d) Town's Remedies. In addition to any other remedies Town may have if Consultant fails to
provide or maintain any insurance policies or policy endorsements to the extent and within
the time herein required, Town may, at its sole option:
(i) Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the agreement;
(ii) Order Consultant to stop work under this agreement or withhold any payment
which becomes due to Consultant hereunder, or both stop work and withhold any
payment, until Consultant demonstrates compliance with the requirements hereof;
(iii) Terminate this agreement.
Exercise of any of the above remedies is an alternative to other remedies Town may have,
and is not the exclusive remedy for Consultant's failure to maintain insurance or secure
appropriate endorsements.
( e ) Consultant shall submit evidence of compliance with the insurance and endorsement
requirements of this Section for the approval of the Town Attorney.
9. Consultant's Responsibility. Town is retaining Consultant in reliance on its
representations that it has the skills, experience and knowledge necessary to perform the work
agreed to be performed under this agreement in a competent manner. Acceptance by Town of the
work performed under this agreement does not operate as a release of said Consultant from
responsibility for the work performed. It is further understood and agreed that Consultant is
apprised of the scope of the work to be performed under this agreement and Consultant agrees that
said work can and shall be performed in a fully competent manner in accordance with the standard
of practice applicable to Consultant's profession.
40f9
Agreement For Public Works Operations Review
If the Town determines, at its sole opinion, the Consultant does not progress with the completion
of the scope of work in a competent manner, the Town may terminate this agreement at its sole
discretion.
10. Indemnification. Consultant shall indemnify and hold Town, its officers,.
employees, and agents harmless from and against any and all liability, claims, suits, actions,
damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or
damage to property, or any violation of applicable federal, state or municipal law or ordinance, or
other cause arising out of the willful or negligent acts or omissions of Consultant, its employees,
subcontractors, or agents, or on account of the performance or character of this work, except for
any such claim arising solely out of the negligence or willful misconduct of the Town, its officers,
employees, or agents. It is understood that the duty of Consultant to indemnify and hold harmless
includes the duty to defend as set forth in section 2778 of the California Civil Code. Acceptance
of insurance certificates and endorsements required under this agreement does not relieve
Consultant from liability under this indemnification and hold harmless clause. This
indemnification and hold harmless clause shall apply whether or not such insurance policies shall
have been determined to be applicable to any of such damages or claims for damages.
11. Licenses. If a license of any kind having terms intended to include evidence of
registration is required of Consultant, its employees, agents, or subcontractors by Federal or State
law, Consultant warrants that such license has been obtained, is valid and in good standing, and
Consultant shall keep it in effect at all times during the terms of this agreement, and that any
applicable bond has been posted in accordance with all applicable laws and regulations.
12. Termination. The Town may terminate this Agreement immediately for violation of
any provision thereof and/or may terminate it without cause upon fifteen (15) days written notice
to Consultant. In the event of termination, Consultant shall be entitled to compensation for
services performed to the effective date of termination; provided, however, that the Town may
condition payment of such compensation upon Consultant's delivery to the Town of any or all
documents, photographs, computer software, video and audio tapes, and other materials provided
to Consultant or prepared by or for Consultant or the Town in connection with this agreement.
13. Abandonment by Consultant. Fifteen (15) days written notice must be given to the
Town in the event Consultant decides to cease performing services under this agreement or
otherwise abandons the project prior to completing all of the serVices described in this agreement.
Consultant shall, without delay, deliver to Town all materials and records prepared or obtained in
the performance of this agreement, and shall be paid for the reasonable value of the services
performed up to the time of cessation or abandonment, less a deduction for any damages or
additional expenses which Town incurs as a result of such cessation or abandonment.
14. Ownership of Materials. Upon payment therefor, any and all documents, including
draft documents where completed documents are unavailable, or materials prepared or caused to
be prepared by Consultant pursuant to this agreement shall be the property of the Town at the
moment of their preparation. All materials and records of a finished nature, such as final plans,
specifications, reports, and maps, prepared or obtained in the performance of this agreement, shall
be delivered to and become the property of Town. All materials of a preliminary nature, such as
survey notes, sketches, preliminary plans, computations and other data, prepared or obtained in the
50f9
Agreement For Public Works Operations Review
performance of this agreement, shall be made available, upon request, to Town at no additional
charge and without restriction or limitation on their use consistent with the intent of the original
design, and without liability to Consultant for changes, alterations, or use by Town thereof in a
manner not intended hereby.
15 Conflict of Interest. Consultant warrants and covenants that Consultant presently
has no interest in, nor shall any interest be hereinafter acquired in, any matter which will render the
services required under the provisions of this agreement a violation of any applicable State, local,
or Federal law. In the event that any conflict of interest should nevertheless hereinafter arise,
Consultant shall promptly notify the Town Attorney of the existence of such conflict of interest so
that the Town may determine whether to terminate this agreement. Consultant further warrants its
compliance with the Political Reform Act (Gov. Code S 81000 et seq.) respecting this agreement,
and that it has not place any undue influence upon Town staff or representatives concerning this
agreement. In addition, Consultant possesses no authority with respect to any Town decision
beyond the rendition of information, advise, recommendation or counsel.
16. Copyright. At Town's sole expense and upon Town's request, Consultant shall
execute appropriate documents to assign to the Town the copyright to work created pursuant to
this agreement. The issuance of patent or copyright to Consultant or any other person shall not
affect Town's rights to the materials and records prepared or obtained in the performance of this
agreement. Town reserves a license to use such materials and records without restrictions or
limitation consistent with the intent of the original design, and Town shall not be required to pay
any additional fee or royalty for such materials or records. The license reserved by Town shall
continue for a period of fifty years from the date or execution of this agreement unless extended by
operation of law or otherwise.
17. Time is of the Essence. Consultant agrees to diligently prosecute the services to be
provided under this agreement to completion and in accordance with any schedules specified
herein. In the performance of this agreement, time is of the essence. Consultant shall be not
responsible for delays outside Consultant's control.
18. Compliance with Laws. In the performance of this agreement, Consultant shall
abide by and conform to any and all applicable laws of the United States and the State of
California, and the Town of Tiburon Municipal Code and all ordinances of the Town. Consultant
warrants that all work done under this agreement will be in compliance with all applicable safety
rules, laws, statutes, and practices, including but not limited to Cal/OSHA regulations.
19. Discrimination. In the performance of the terms of this Agreement, Consultant
shall not engage in nor permit others it may employ to engage in discrimination in the employment
of such persons based on race, color, religion, sex, sexual preference, age, or handicapped
conditions.
20. Independent Contractor Status. In performing any Services under or relating to this
Agreement, Consultant is an independent contractor and not an employee of the Town. Consultant
shall not represent, at any time or in any manner, that Consultant is an employee of the Town.
60f9
Agreement For Public Works Operations Review
21. Waiver. The waiver by either party of a breach by the other of any provision of this
Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of either
the same or a different provision of this Agreement.
22. Attorney's Fees. In the event of any breach of this Agreement, the party aggrieved
shall be entitled to recover from the party who breaches, in addition to any other relief provided by
law, such costs and expenses as may be incurred by said party, including court costs, reasonable
attorney's fees, and other costs and expenses, taxable or otherwise, reasonably necessary in
preparing the defense of, defending against, or seeking or obtaining an abatement of, or an
injunction against, such action or proceeding, or in enforcing this Agreement, or in establishing or
maintaining the applicability of, or the validity of, this Release, or any provision thereof, and in the
prosecuting any counterclaim or cross-complaint based thereon.
23. Notices. All notices under this Agreement shall be in writing and shall be delivered
by personal service or by certified or registered mail, postage prepaid, return receipt requested, of
the parties. Any written notice to any of the parties required or permitted hereunder shall be
deemed to have been duly given on the date of service if served personally or if served by
facsimile transmission (with confirmation of receipt), or seventy-two (72) hours after the mailing.
Rejection or other refusal to accept or the inability to deliver because of changed address of which
no notice was given as provided hereunder shall be deemed to be receipt of the notice, demand or
request sent. Notices of the parties shall be addressed as follows:
To Consultant:
Gary Goelitz, Vice President
Matrix Consulting Group
2470 EI Camino Real, Suite 210
Palo Alto, CA 94306
Tel. 650-858-0507
Fax. 650-858-0509
To Town:
Nicholas Nguyen, Public Works Director / Town Engineer
Town of Tiburon
1505 Tiburon Blvd.
Tiburon, CA 94920
Tel. (415) 435-7388
Fax (415) 435-2438
Each party shall provide the other party with telephone and written notice of any change in
address as soon as practicable.
24. No Third-Party Rights. The parties intend not to create rights in, or to grant
remedies to, any third party as a beneficiary of this agreement or of any duty, covenant, obligation,
or undertaking established herein.
25. Whole Agreement. This agreement has 9 pages excluding the exhibits described on
its signature page. This agreement constitutes the entire understanding and agreement of the
parties. This agreement integrates all of the terms and conditions mentioned herein or incidental
70f9
Agreement For Public Works Operations Review
hereto and supersedes all negotiations or previous agreements between the parties with respect to
all or any part of the subject matter hereof.
26. Amendments. This Agreement may be modified or amended only by a written
document executed by both Consultant and the Town Manager and approved as to form by the
Town Attorney; otherwise by the Town Council. Such document shall expressly state that it is
intended by the parties to amend the terms and conditions of this agreement.
27. Interpretation. This Agreement shall not be construed in favor of or against either
party but shall be construed as if all parties prepared this Agreement. The masculine and neuter
genders, the singular number and the present tense shall be deemed to include the feminine gender,
the plural number and past and future tense, respectively, where the context so requires.
28. Controlling Law. The laws of the State of California shall govern this Agreement.
In the event that a dispute arises between the parties, Marin County shall be the venue for
resolving said dispute.
29. Mediation. The parties will make a good faith attempt to resolve any disputes
arising from this Agreement through mediation prior to initiating litigation. The parties shall
mutually agree upon a mediator and shall share the costs of mediation equally. If the parties are
unable to agree upon a mediator, the dispute shall be submitted to JAMS/ENDISPUTE ("JAMS")
or its successor in interest. JAMS shall provide the parties with the names of five qualified
mediators. Each party shall have the option to strike two of the five mediators selected by JAMS
and the mediator thereafter remaining shall hear the dispute.
30. Successors in Interest Assignment. This Agreement shall be binding on the
assigns and successors in interest to both parties. Neither party may assign their obligations under
this Agreement without the written consent of the other party.
31. Severability. Should any part of this agreement be declared by a final decision by a
court or tribunal of competent jurisdiction to be unconstitutional, invalid, or beyond the authority
of either party to enter into or carry out, such decision shall not affect the validity of the remainder
of this agreement, which shall continue in full force and effect, provided that the remainder of this
agreement, absent the unexcised portion, can be reasonably interpreted to give effect to the
intentions of the parties.
32. Counterparts. This Agreement may be executed in multiple identical counterparts,
each of which shall be deemed an original, but all of which together will constitute one and the
same instrument but the parties agree that the agreement on file in the Office of the Town Clerk is
the version of the agreement that shall take precedent should any differences exist among
counterparts of the document.
80f9
Agreement For Public Works Operations Review
IN WITNESS WHEREOF, Consultant has executed this agreement, and the Town, by its
Town Manager, who is authorized to do so, has executed this agreement.
Dated:
)'~2.-'1'o7
CONSULTANT
By" ~~
Na~e: ~v . p. ~'1.
Title: ~1l)L.0f.Jl
TOWN OF TIBURON
Dated:
Ll . ( S . 0 '7-
By: 1!J~dJ_u,.-/'L--
Margare . Curran
Town Manager
Attachments:
Exhibit A, Proposal to conduct an organizational and operational review and
analysis of the Public Works Department.
/'
APPROVED AS TO FOR~~j
~~d---
ANN DANFORTH
TOWN ATTORNEY
TOWN OF rlSURON
9of9
Agreement For Public Works Operations Review
EXH IBIT A
Proposal to Conduct an Organizational and
Operational Review and Analysis of the Public
Works Department .
TOWN OF TIBURON, CALIFORNIA
matrix
consulting group
TABLE OF CONTENTS
Page
LETTER OF TRANSMITTAL
1. QUALIFICATIONS AND REFERENCES
1
2. PROJECT METHODOLOGY AND WORK PLAN
8
3. PROJECT COST
22
LETTER OF TRANSMITTAL
matrix
consulting group
February 8, 2006
Mr. Nicholas T. Nguyen, PE
Director of Public Works
Town of Tiburon
1505 Tiburon Boulevard
Tiburon, California 94920
Dear Mr. Nguyen:
The Matrix Consulting Group is pleased to present this proposal to conduct an
organization and operational review and analysis of the Public Works Department. The
proposal, which follows, is based on our review of the Request for Proposals,
background research that we conducted regarding the Town and the Public Works
Department, as well as our knowledge of public works issues in California and
throughout the country.
The Matrix Consulting Group is a consulting firm that provides management
consulting services to local government. Management studies of public works
departments are a core service of the firm. We are dedicated to working closely with our
clients, and providing detailed analysis leading to the implementation of positive
change, where needed.
We believe that we offer a project team with a unique set of experience and
analytical skills to conduct this assignment:
· Our proposed project team has conducted staffing and operations studies of
more than 150 public works departments throughout the United States. We have
extensive experience working with public works agencies including projects in the
past three years for the following diverse communities:
In California for Beverly Hills, Lathrop, Los Angeles (parks maintenance),
Los Gatos, Monrovia, Sunnyvale and Union City.
Elsewhere around the country for Springfield, Massachusetts; Lee's
Summit, Missouri; and Scottsdale, Arizona..
Each of these projects was comparable to that of Tiburon.
· The Matrix Consulting Group understands the Town of Tiburon - we recently
completed a study of the Community Development Department.
· Our project team is comprised of consultants who have worked extensively
together for many years in this and other consulting firms. I would lead the
2470 EI Camino Real, Suite 210, Palo Alto, CA 94306 650.858.0507 650.858.0509 fax
4322 N. Beltline Road, Suite B 112, Irving, TX 75038 972.871.7950 972.871.7951 fax
1050 Winter Street, Suite 1000, Waltham, MA 02451 781.839.7393 650.858.0509 fax
www.matrixcg.net
project team - I have over 33 years' experience in providing consulting and
analytical services to local governments.
· While the Matrix Consulting Group is a national company, with five offices around
the country, our headquarters are in Palo Alto
We have developed a comprehensive approach to conducting organization and
management studies of public works agencies. That approach is comprised of:
· Detailed analysis based on intensive data collection and extensive interviewing
by senior, professional analysts who know the public works business..
· Extensive qualitative and quantitative analysis of all aspects of the Public Works
Department's operations and resource requirements which provides a clear audit
trail of the cost-effectiveness of current services as well as alternatives.
· Evaluation of operations and services in the context of 'best practices' based on
research and our previous work.
· An interactive study process designed to maximize the implementation of study
recommendations once the project is completed and includes:
Preparing progress reports which provide the opportunity to understand
and critique findings and recommendations at an early stage.
Maximizing department involvement throughout the study.
Leaving methodologies and approaches which can be used to update
study results in the years after the project is completed.
I look forward to having the opportunity to present our project team to the Town
and the Public Works Department. If you have any questions or require additional
information, please call me at 650-858-0507 or bye-mail atoelitz.tr.xc.net.As
Vice President of the firm and proposed project manager .a the sig \ t contact
for this project.
Gary Goelitz
Vice President
matrix. .
consulting group
1. QUALIFICATIONS AND REFERENCES
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
1. QUALIFICATIONS AND REFERENCES
This section of our proposal provides an introduction, our personnel and our
project team's experience relevant to this project.
1. INTRODUCTION TO THE MATRIX CONSULTING GROUP.
The Matrix Consulting Group was founded by senior staff previously from a large
national management consulting firm in 2002. We provide organization and
management analytical services to local government. Cities and counties are our only
clients. The cornerstone of our philosophy in conducting organization and management
studies is summarized in the points below.
.
A principal of the firm is always involved in every aspect of each of our studies.
This includes interviews of staff, data collection, report writing, client meetings
and public presentations.
.
Our projects are approached with a firm grounding in formal analytical
methodologies. Our clients receive detailed analysis of their specific issues. All
impacts are identified and analyzed in as much detail as possible to ensure that
recommendations are implemented and that our clients can understand the
reasons for recommended changes.
.
Our projects are characterized by extensive interaction between the consultants
and our clients' staff, management and policy makers. This includes:
Extensive input through interviews and surveys of staff and policy makers.
Extensive and detailed data collection and analysis, rather than 'high level'
use of comparative statistics and opinions.
Extensive internal reviews of facts, findings, conclusions and
recommendations as studies proceed.
· We currently have 15 full time and 5 part time employees. 10 of the 15
employees have been with the firm for the past 3 years.
· Our corporate officers are Richard Brady, President and CFO (Palo Alto office),
Gary Goelitz, Vice President (Palo Alto office) and Travis Miller, Vice President
and Secretary (Dallas area office).
· The principals of the firm and most of our staff have worked together in this firm
and in predecessor firms (Hughes, Heiss & Associates I Hughes, Perry &
Associates as well as David M. Griffith & Associates I MAXIMUS) for our entire
Matrix Consulting Group
Page 1
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
careers. Six (6) of our officers and staff have worked together in this and
previous firms for between 5 and 30 years.
· Our practice has been profitable every year in Matrix CG, as well as in each of
our predecessor firms. Our firm has grown by 2000/0 per year since its creation.
The Matrix Consulting Group and the project team we would assign to this
project have conducted over 150 management studies of Public Works and of Utilities
Departments. Our public works and public utilities client list includes the following
agencies, with work conducted since 2000 in bold:
Alachua County, FL Hall County, GA Phoenix, AZ
Albany, NY Hercules, CA Polk County, FL
Alameda, CA Haverhill, MA Poway, CA
Alameda County, CA Hayward, CA Prescott Valley, AZ
Alexandria, VA Hernando County, FL Sacramento, CA
Anaheim, CA Huntington Beach, CA Salt Lake City, UT
Augusta-Richmond, GA Indian Wells, CA San Antonio, TX
Beaufort County, SC Irvine, CA San Bernardino, CA
Beverly Hills, CA Kings County, CA San Clemente, CA
Brattleboro, VT Lawrence, MA San Diego County, CA
Burbank, CA Long Beach, CA San Luis Obispo, CA
. Burlington, MA Lynchburg, VA San Rafael, CA
Campbell, CA Maricopa County, NV Scottsdale, AZ.
Charleston County, SC Millbrae, CA Sioux City, IA
Chatham County, GA Modesto, CA Sunnyvale, CA
Chelsea, MA Monterey County, CA Venice, FL
Clark County, NV Nags Head, NC Waltham, MA
Concord, CA Nashville, TN Walnut Creek, CA
Culpeper, County, VA Newark, CA Washington, DC
Cuyahoga County, OH North Miami Beach, FL Washoe County, NV
Danville, CA Ohio State Fair Wayland, MA
Farmington Hills, MI Palo Alto, CA West Boylston, MA
Florence Cou nty, SC Pasadena, CA West Covina, CA
Floyd County, GA Philadelphia, PA Whitman, MA
3. QUALIFICATIONS OF THE PROJECT TEAM.
Our firm's approach to conducting management studies requires experienced
analysts with in-depth, extensive experience in working at the local government level.
We have assembled a unique team of very senior consultants '- analysts who have
spent their entire professional careers analyzing local government management issues
and have worked together for extensive periods - generally between 10 and 25 years.
Summaries of the experience of our proposed project team are provided below
with more extensive resumes following these summaries.
Matrix Consulting Group
Page 2
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
.
GARY GOELITZ - Mr. Goelitz is a Vice President with the Matrix Consulting
Group, and has over 33 years of experience as an analyst in the public sector,
both as a consultant and a manager in local government. Mr. Goelitz has served
as a management analyst for the cities of Chula Vista (CA), Fremont (CA),
Phoenix (AZ) , and Beverly Hills (CA) as well as the Internal Audit Manager for
Washoe County (NV). Mr. Goelitz has broad experience in the analysis of Public
Works and of Utility Departments and has completed multiple analyses of these
functions in the past several years - including Springfield (MA), Waltham (MA),
Brattleboro (VT), Alameda County (CA), Sacramento (CA), Campbell (CA) ,
Concord (CA), Hayward (CA), Indian Wells (CA), Kings County (CA), Modesto
(CA), Nashville-Davidson County (TN), Palo Alto (CA), Poway (CA), Salt Lake
City (UT), San Clemente (CA), San Rafael (CA), Scottsdale (AZ), Poway (CA),
Washoe County (NV), Maricopa County (AZ), Long Beach (CA), Phoenix (AZ)
and others. He holds both B.A. and M.P.A. degrees from the University of
Southern California. Mr. Goelitz would serve as project manager and lead
analyst on this project.
.
NICOLE KISSAM is a Manager with the Matrix Consulting Group, and has five
years of experience in local government consulting. She has performed
management, operational, cost allocation, user fee, and revenue analyses in
more than thirty cities and counties. This includes such California clients as
Alameda, Beverly Hills, Brentwood, Citrus Heights, Cupertino, EI Cerrito,
Livermore, Martinez, Mountain View, Sacramento Library System JPA, San
Francisco, Vacaville, and Vallejo. Ms. Kissam holds a B.S. degree in
International Business Administration from California Polytechnic State
University, San Luis Obispo. Ms. Kissam would assist in the data collection
and interviewing of staff in the Public Works Department.
.
URSKA DVORSEK is a Consultant with the Matrix Consulting Group. Her focus
is on both management and financial analysis of local government. Her prior
consulting experience includes the conduct of social science and market
research in Slovenia. Her analytical experience includes recent projects for
Orange County (FL), Sacramento (CA) , Goody.ear (AZ) , Spokane (WA) ,
Alexandria (VA), Hilton Head Island (SC) and Galt (CA).
The complete resumes for the members of the project team for the Matrix
Consulting Group are included at the end of this section.
4. REFERENCES FOR THE PROJECT TEAM
The client references provided below represent prior experience which members
of the Matrix Consulting Group have had in conducting management and operations
studies of Public Works Departments in just the past three years. It should be noted
that this is the experience of the proposed project team.
Matrix Consulting Group
Page 3
TOWN OF TlBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
Client Project Summary Reference
Sunnyvale, California This study involved an analysis of Mary Bradley
engineering, traffic engineering, and field Finance Director
Public Works Department operations including street maintenance, 650 West Olive Avenue
Staffing Optimization Study sign and striping maintenance, tree Sunnyvale, CA 94088
maintenance, median maintenance, etc. (408) 730-7380
Alexandria, Virginia In this study the project team evaluated the Derek Argust
management, staffing and operations Organizational
Performance Audit of the including street maintenance. Key Development Manager
Transportation an recommendations included enhancing its 301 King Street
Environmental Services approach to maintenance management, a Alexandria, VA 22314
Department departmental reorganization, and reduction (703) 838-4300
in crew sizes.
Springfield, Massachusetts The study involved an assessment of the David Panagore
Public Works Department including the Solid Chief Development
Public Works Department Waste Division. Recommendations include Officer
Performance Audit the enhancement of management controls, Springfield Financial
the adjustment of service levels, streamlining Control Board
of the plan of organization, and the reduction 36 Court Street
of staffing. Springfield, MA 01103
(413) 787-6565.
Lee's Summit, In this assignment, the project team Stephen Arbo
Missou ri analyzed staffing, operations, management Assistant City
and information systems, communications, Administrator
Assessment of the and organization of the Engineering Division. 207 SW Market Street
Engineering Division Principal recommendations included Lees Summit, MO 64063
increasing the change order authority of the (816) 969-7302
Public Works Director, reducing the span of
control of the City Engineer, establishing and
staffing a Traffic Engineering Division, and
enhancing the management of the capital
improvement proqram.
Scottsdale, In this assignment, the project team Jan Dolan
Arizona evaluated the operations and services . City Manager
provided by this 'public works' department. 3939 N. Drinkwater
Assessment of the Key recommendations include the Scottsdale, AZ 85291
Municipal Services consolidation of engineering functions, (480) 312-2422
Department bringing outsourced routine engineering
design services in house, purchase of the
City's streetlight system, adoption of a
pavement management system as well as
maintenance and preventive maintenance
management systems, and a reorganization
of management staff, and the enhancement
of the preventive maintenance. While this
was conducted as a MAXIMUS project, the
entire. project team now works for the Matrix
Consulting Group.
Matrix Consulting Group
Page 4
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
GARY GOELITZ
Vice President. Matrix Consulting Group
Lead Analyst
BACKGROUND
Mr. Goelitz is a Vice-President with the Matrix Consulting Group. He has over thirty-two
years experience as a consultant and local government analyst. Prior to Joining th~
Matrix Consulting Group, Mr. Goelitz was the West Coast Director for the Management
Studies practice of MAXIMUS. Mr. Goelitz was previously the Manager of the Internal
Audit Division of Washoe County (Nevada), and also a management analyst for Chula
Vista (CA) Beverly Hills (CA), Fremont (CA) and Phoenix (AZ).
CONSULTING EXPERIENCE
The following points summarize the relevant project experience of Mr. Goelitz.
· Agency-Wide Management and Organization Studies (including the
assessment of Public Works and Utility Departments). These assessments
included the analysis of the effective application of technology such as AutoCAD,
staffing levels, use of engineering technicians for design, management of the
capital improvement program, development review practices used in engineering,
the extent of outsourcing for design and construction management,
organizational structure, etc. These clients included:
Brattleboro (VT)
Clark County, NV
Palo Alto, CA
Pismo Beach, CA
San Clemente, CA
San Rafael, CA
Sioux City, IA
Solano County, CA
Waltham, MA
· Management Studies of Public Works and Utility Departments. These
management studies included the analysis of organizational structure, staffing
levels, use of technology to enhance the productivity of staff, management of the
capital improvement program, development review practices used in engineering,
maintenance management systems, asset management, etc. These clients
included:
Alameda County, CA
Banning, CA
Campbell, CA
Matrix Consulting Group
Page 5
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
Clark County, NV
Concord, CA
Escondido, CA
Indian Wells, CA
Kings County, CA
Lee's Summit, MO
Long Beach, CA
Modesto, CA
Nashville, TN
Newark, CA
Palo Alto, CA
Poway, CA
Salt Lake City, UT
San Clemente, CA
San Rafael, CA
Scottsdale, AZ
Springfield, MA
Upland, CA
· Development and Installation of Maintenance Management Systems. These
assignments involved the development of an asset inventory, and the
development of performance standards, annual work program, budget, calendar,
work scheduling systems, and f management reporting systems. These clients
included:
West Covina (CA)
Oanville (CA)
EDUCA TION
B.A., University of Southern California
M.P.A., University of Southern California.
Matrix Consulting Group
Page 6
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
NICOLE KISSAM
Manager, Matrix Consulting Group
BACKGROUND
Nicole Kissam is a Manager with the Matrix Consulting Group, having several years of
experience in city government, public sector consulting, marketing and public relations.
Ms. Kissam has been a financial and management consultant to local government for
more than four years. Prior to joining Matrix Consulting Group, she performed and
managed cost allocation, operational/user fee, and revenue analyses in more than 30
City and County jurisdictions. With broad experience across many municipal functions,
Ms. Kissam has established a special knowledge of processes, practices and cost
recovery in the community development area. Ms. Kissam holds a B.S. degree in
International Business Administration from California Polytechnic State University, San
Luis Obispo.
EXPERIENCE
The following points summarize Ms. Kissam's project experience:
· Operational/Management Audits. Ms. Kissam has participated in a number of
operational audit engagements focusing on reviewing existing operational and
organizational structures and recommending restructuring, reorganization, and/or
revised administrative procedures to enhance government services. In public
works, this includes Beverly Hills (CA), Goodyear (AZ) and Spokane (WA).
· Activity Based Cost Allocation Plans and User Fee Studies. Ms. Kissam has
managed/participated in numerous comprehensive user fee studies in California
and Nevada. These studies determined the costs of providing local government
services utilizing activity based costing principles, and led to recommendations
that generated significant additional revenues for local government clients.
County clients include: EI Dorado County, Imperial County, San Luis Obispo
County, Santa Barbara County, and Yuba County. Municipal clients in California
include Alameda, Brentwood, Chula Vista, Citrus Heights, Cupertino, Dana Point,
EI Cerrito, Hemet, Hermosa Beach, Livermore, Martinez, Mission Viejo, Mountain
View, National City, Ontario, Paso Robles, Red Bluff, San Francisco, San Luis
Obispo, Santa Maria, Vacaville, Vallejo and Winters.
EDUCA TION
B.S. International Business Administration, California Polytechnic State University, San
Luis Obispo
Matrix Consulting Group
Page 7
2. PROJECT METHODOLOGY AND WORK
PLAN
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
2. PROJECT METHODOLOGY AND WORK PLAN
This section of our proposal provides a summary of our general approach, a
specific work plan for completing the scope of work described in the Request for
Proposals, the management plan to be employed for. the project, and the timeline for
completion of the project.
1. INTRODUCTION TO THE STUDY
The Town of Tiburon was incorporated in 1964. The Town has a population of
approximately 8,700, is located in southeastern Marin County, and consists of
approximately 4.5 square miles.
The Public Works Department consists of approximately 10 full-time equivalent
positions - 7 in the maintenance and 3 in administration I engineering. The
Department's operating budget is approximately $1.5 million, and the Town's capital
budget is approximately $16.3 million.
The Department is responsible for the maintenance of a wide variety of assets
including the following:
.
33 centerline miles of streets, 150 street signs, 30 miles of culverts I v-ditches, 3
miles of painted curbs, 250 painted stencils, and 300 streetlights;
.
11 parks consisting of 70 acres;
.
Building and equipment maintenance.
Four employees will be in a position to retire within 3 years. The organizational and
operational review is seen as an opportunity to enhance the management of services
and the structure of the organization for the future.
2. METHODOLOGY
The paragraphs, which follow, provide a description of the tasks the project team
would complete in this assignment.
Task 1
Develop an In-Depth Understanding of the Key Issues Impacting the
Public Works Department.
To evaluate the operations of the Public Works Department, we need to develop
an understanding of the key issues impacting and shaping service requirements. To
develop this perspective, we will conduct interviews with the Town Manager, the
Director of Public Works /Town Engineer, as well as division managers in the
Matrix Consulting Group
Page 8
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
Department. These interviews would focus on exploring issues and attitudes in the
following areas:
.
Goals and objectives with regard to the delivery of services.
Adequacy of management systems, and the extent to which managers utilize this
information to make meaningful managerial, operational, scheduling and staff
allocation decisions;
.
The outsourcing philosophy of the Department and any steps taken to outsource
services in recent years;
.
Issues regarding the coordination of services with other departments in the Town
and other local governments;
.
The extent to which technology is effectively utilized to enhance the efficiency of
staff; and
.
The adequacy of service levels, and perceived gaps in existing levels of service.
Based on the results of these initial interviews, we will prepare a detailed project
work plan for the weeks that follow. '
Task 2
Develop a Profile of Departmental Operations and Services.
The purpose of this task will be to develop a detailed description of the Public
Works Department including how services are delivered, staffed, managed, and the
costs associated with the delivery of those services. The development of this detailed
description will be based upon interviews with all of the staff of the Department.
The project team would base this understanding the collection of the data
portrayed in the paragraphs below.
· The current organization of the Public Works Department including:
The structure and functions of each division within the Department;
Staffing levels of each division;
The basic job responsibilities for management, supervisory and
operational staff in these functions; and
The budgets for the current and two prior fiscal years at a level of detail
showing the authorized budget for each division, including both costs and
projected revenues, by source.
Matrix Consulting Group
Page 9
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
· Document all key programs and operations including:
Program scope and content;
How staff are scheduled and deployed;
Workload data;
Basic service levels; and
The extent of contracted services by type, size, cost, and methods utilized
to administer and manage the contract.
· Document management systems available to support operations, including:
Financial reporting and budgeting systems;
Organizational business processes and procedures;
Use and capabilities of any maintenance management and program
scheduling systems;
The type of systems employed to manage and control capital projects
(scheduling; cost performance; staff loading and time utilization;
performance/status compared to milestones), including examples of
appropriate reports and documents related to systems employed;
Performance monitoring systems; and
Technology in use such as AutoCAD, GIS, etc.
· Documentation of the infrastructure maintained, re,:?aired and operated by the
Public Works Department. For example, for the maintenance of streets and
pavement, we would document such data and processes as the following:
Square feet of paved streets;
Percentage of each pavement type replaced, reconstructed or resurfaced
over the past 5 to 10 years;
Service level targets for the response to emergency repairs, potholes,
shoulder and curb repairs, etc., and the degree to which these are
measured and reported;
Matrix Consulting Group
Page 10
TOWN OF TlBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
Targeted service levels for pavement markings and lane striping, and the
degree to which these are measured and reported.
Once these initial data collection activities have been completed, the project
team will prepare a summary descriptive profile that presents our understanding of the
current organization, staffing, operations and costs of the Public Works Department.
This profile will be circulated among staff for comment to ensure the accuracy of our
understanding. The profile would then be presented to the Project Steering Committee.
Once completed and reviewed, the profile information will provide the basis for analysis
conducted and completed in subsequent study tasks
Task 3
Document Employee Attitudes.
To fully evaluate an organization, it is important that the project team understand
the range of employee perceptions in the Public Works Department regarding key
operating, management, staffing and service issues. We have found in our previous
work that use of such an instrument is an ideal way to maximize input and to in'crease
the perception of the study as an objective effort. Documentation and analysis of
employee attitudes will consist of the following work steps:
· Preparation of a confidential questionnaire to be distributed to all Public Works
Department employees. The project team will structure a questionnaire that "fits"
the unique characteristics of Tiburon and its Public Works Department based on
the initial interviews conducted previously, described above. Employees would
mail questionnaires directly to our office using pre-paid envelopes.
· Analysis of questionnaire results, cjifferentiating among responses by field
operation function; managers and supervisors versus line employees.
· Preparation of a chapter that summarizes questionnaire results.
· Review of questionnaire results with the Department and the project steering
committee.
It should be also noted that employee attitudes and ideas for improvement will be
further explored in subsequent project work tasks through individual and group
interviews.
Task 4
Compare the Public Works Department Programs and Practices to
Those of Other Cities and to "Best Management Practices".
The purpose of this task is to evaluate the Public Works Department in the
context of best management practices in the profession and also other public works
departments delivering comparable services in other cities.
Matrix Consulting Group
Page 11
TOWN OF TlBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
This task will initially consist of the selection and refinement of a set of
benchmark measures for the use in evaluating service delivery in the Public Works
Department against other cities. These could include measures regarding services
delivered by contract, productivity, service levels, expenditures, staffing levels by
function, the extent of inventory maintained by the Town such as centerline miles of
streets, etc. Once these measures have been selected, the Matrix Consulting Group
would select at least three cities, in consultation with the Town, for purposes of this
comparative survey. These would be cities of comparable population, service provision,
and other factors. Upon collection of this data from these other cities, we would identify
findings and conclusions based upon the comparison- of these other cities and the
Public Works Department.
In addition, the Matrix Consulting Group would evaluate the Public Works
Department in the context of best management practices. This benchmarking would
focus both on quantitative and qualitative measures.
Possible Best Mana ement Practices
A five-year capital improvement program has been developed by Tiburon and adopted by the Town
Council.
Staffing requirements for all of the capital projects in the first year of the five-year capital
im rovement ro ram have been identified.
The division has a clear outsourcing strategy that focuses on core competencies and the continuity of
the workload.
A Gantt chart schedule has been developed for capital improvement projects for a two to three year
period.
There are clear, easily read capital improvement program and project status reports that match the
level of detail needed b the ex ected audience.
Ca ital ro'ects are sco ed and cost estimates develo ed before the commencement of desi n.
Change order authority has been appropriately delegated to the Town Engineer and the Public
Works Director.
An annual RFQ solicitation is used to develo an on-call list of re-a roved consultants.
We would expect to evaluate the programs and practices of the Public Works
Department against best practices in areas such as management and strategic
planning, human resource management, safety, street maintenance, asset
Matrix Consulting Group
Page 12
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
management including compliance with GASB 34 for those assets maintained and
repaired by the Public Works Department, etc. The best practices utilized for
comparison in this task would be based upon our accumulated knowledge and
experience with efficient and effective organizations across the country, as well as
through accepted industry benchmarks from such organizations as APWA and others.
Once the results have been completely analyzed, the project team would utilize
them as a component in the definition of a detailed issue list that would highlight
potential issues and improvement opportunities related to Department organization and
operations.
Task 5
Evaluate Staffing, Work Practices, and Service levels in the Public
Works Department.
In this work task, the project team will analyze the staffing, work practices, and
service levels within the Public Works Department. Examples of the types of analytical
activities the project team would perform are portrayed below.
· Evaluate the levels of the service delivered by the Public Works
Department. This analysis would focus on profiling the levels of service, and
assessing their adequacy. These levels of service have important cost
implications. Examples of the types and levels of service we would expect to find
in Tiburon include the following:
Catch basins are cleaned annually;
Traffic signal heads and control cabinets are preventively maintained once
a year including the cleaning of the lens, and reflectors, checking the head
alignment, input/output test, checking detectors, testing the conflict
monitor, etc.;
Street centerlines are painted once annually;
Potholes are patched within one workday of receipt of the complaint;
Sidewalks are inspected on a 3 to 5 year cycle to identify tripping hazards;
and
Street sweeping service is provided for residential streets once a month
and for the downtown and major commercial areas once a week.
Evaluate the adequacy of major work practices utilized by the Public Works
Department. This analysis would focus on the identification of opportunities to
streamline work practices to increase productivity and/or enhance the
effectiveness of these service levels. This would include the use of overtime and
Matrix Consulting Group
Page 13
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
of call back procedures and practices. Examples of this analysis are presented
below.
Document and analyze crew sizes to assure they are appropriate to the
type and volume of work performed. We would, for example, expect to find
a 2-person crew typically used for pothole patching (except for major
streets), a 2-person crew for catch basin cleaning, a 1-person crew for
sign maintenance, etc.
Document and analyze work practices to assess whether these practices
could be altered to reduce workload. Has the Department converted its
traffic signal lamps to LED to reduce utility costs and the frequency with
which the lamps must be changed out?
Document and analyze the extent of underutilized equipment that could be
eliminated. Are there underutilized vehicles in the fleet that could be
eliminated?
· Evaluate work planning and scheduling. This analysis would focus on
systems and processes used to plan and schedule work in the Department. This
analysis would evaluate the overall maintenance management program
employed to support field operations to include maintenance frequencies;
maintenance standards; staff assignments to maintenance tasks; and systems
and procedures employed to monitor performance of both scheduled and
unscheduled maintenance programs. .
· Evaluate the productivity and staffing levels against work output
guidelines. Over the years, we have developed guidelines for staffing in a
variety of service areas based on analysis of industry standards and actual work
measurement of field maintenance activities.
· Evaluate the adequacy of asset management by the Public Works
Department. The Department is responsible for the .maintenance of a significant
and expensive infrastructure such as streets, parks, water and wastewater
infrastructure. In the evaluation of the adequacy with which the Department
manages these assets, we would analyze the preventive maintenance and
renewal of these assets. For example:
What is the pavement condition index (PCI) of the Town's street system?
Has it been improving in the past several years?
Is the Town effectively utilizing a mix of preventive maintenance strategies
for its street system such as slurry seal, micro-surfacing, etc.?
Matrix Consulting Group
Page 14
TOWN OF TlBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
Are the levels of funding for preventive maintenance sufficient to maintain
an appropriate PCI?
Is street maintenance utilizing effective preventive maintenance practices
such as crack sealing?
Does the Department utilize effective utility cut practices?
The results of this task will be documented in a major progress report that will be
submitted for review and discussion by the Project Steering Committee. The review will
focus on findings related to improvement opportunities and proposed adjustments in
staffing and operations. Based on the results of the progress report review, we will
conduct additional analysis as necessary to refine findings, conclusions, and
recommendations.
Task 6
Evaluate the Plan of Organization for the Public Works Department.
In this task, the project team will evaluate the plan of organization for the Public
Works Department. The project team uses a number of principles in evaluating
organizational structure. These include such principles as those presented below.
· Does the organizational structure of the Public Works Department foster
accountability?
. Is the organizational structure for the Public Works Department too "tiered" or too
"flat"? Do the number of layers of management and supervisors result in a tall,
narrow organizational structure?
. Are divisions and sections placed too high or too low in the Department in regard
to their importance?
· Are spans of control for the Public Works Department too broad or too limited?
· Is the plan of management organization in the department providing adequate
communication/coordination to minimize the number of handoffs/exchanges
required among the divisions providing service to the public? Does the structure
enhance shared knowledge and understanding among divisions?
· Do the divisions and sections in the department distribute/share workload across
divisions to maximize the productivity of staff through peaks and valleys and offer
cross-functional capabilities (e.g., to balance workload of maintenance staff
across street maintenance, water distribution system maintenance, etc.).
· Is the plan of organization enhancing career development opportunities, training,
and recruitment and retention?
Matrix Consulting Group
Page 15
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
.
15 there sufficient support for the Public Works Director to enhance his
managerial effectiveness?
.
Does the plan of organization minimize administrative overhead?
.
Does the plan of organization foster the standardization of processes to enhance
the efficiency and customer responsiveness of services (e.g., response to
customer complaints).
.
Does the plan of organization enable staff in the department to provide better
service to the public in terms of cycle times, user friendliness, performance
management, quality control, and consistency in the application of policies and
procedures?
.
Are management and supervisory personnel within the Public Works Department
spending their time on high priority .work? Are management and supervisory
personnel in the department properly utilized?
.
What succession planning has the Department conducted for the pending
retirements?
In addition to evaluating the organizational and management staffing structure in
the Public Works Department on its own merits, we will also utilize comparative
information drawn from similarly sized communities with operations of comparable
scope.
Based on the answers developed to the questions/issues posed above, we will
develop preliminary alternative plans of organization and management staffing. We will
review the results of this analysis with the Project Steering Committee. This will provide
the basis for our final analysis of organizational alternatives.
Task 7
Prepare a Draft and Final Report and Provide Plans for Implementing
Improvement Opportunities.
Once the work tasks noted above have been completed, our findings,
conclusions, and recommendations will be documented in the form of a detailed
management, staffing and operations plan for the Public Works Department. This plan
will consist of:
.
.
Executive summary of all key findings and recommendations.
Detailed analysis of operations, service levels, asset management, and staffing
needs.
Matrix Consulting Group
Page 16
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
· Detailed recommendations for improving the efficiency and effectiveness of all
components of operations. All recommendations can be expected to include cost
and savings or cost avoidance impacts of implementation.
· Detailed plans for implementing all recommended changes to include work steps
necessary to implement; recommend responsibilities; and timing.
Once staff and the Project Steering Committee have reviewed the draft final
report and implementation plan, and required modifications completed, we would
present the final report to the Town Council.
3. MANAGEMENT PLAN
We believe that several aspects of our overall management plan should be
stressed. Our intent is not merely to describe what methodology we will utilize to provide
these services, but also how we will produce results that are accurate and concrete,
substantive, defensible and can be implemented. These aspects are described in the
paragraphs below.
(1) Project Management
One critical success factor in conducting a project of this size and complexity in
an efficient, timely (Le., four months), and, above all, effective manner is organizing the
myriad work tasks (and the project team members who perform them) into a logical
sequence. In developing our proposed work plan we have organized tasks in such a
way that (1) efficiencies can be achieved in the gathering and analysis of information;
(2) di~ruption to the day-to-day operations of the Public Works Department can be
minimized; and (3) later tasks can build upon the results of earlier ones so that
backtracking and redundant work effort (and unnecessary costs to the Municipality) can
be avoided.
(2) Information Gathering
Equally important to the success of the project are the methods that we will use
to collect, analyze, and present information in order to formulate findings and develop
and assure acceptance of recommendations. The Matrix Consulting Group has
developed and fine-tuned over the years a number of information gathering tools and
techniques. These tools enable us to gather information efficiently and quickly.
The tools that we will employ in this project include
· Documentation and Data Request Forms. These are written checklists that
specify the types of documentary material (e.g., organization charts, policy and
procedures, 5-year CIP, etc.) and quantitative information (e.g., workload data,
etc.) we are seeking in order to evaluate workload, staffing, and management
Matrix Consulting Group
Page 17
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
practices. They will serve as an initial blueprint for the Town staff to follow in
assembling pertinent information for our review before we commence site visits
and interviews.
· Questionnaires. In evaluating current Public Works Department practices,
service levels, employee morale, and customer satisfaction, we will want to
incorporate input from all departmental personnel. While we will interview each
employee of the Public Works Department, we will also provide a confidential
opportunity for departmental employees to provide information. Our firm has
extensive experience in developing and administering questionnaires to obtain
information on public works-related practices and needs. Such surveys not only
serve as an efficient means of collecting information from large numbers of
individuals, but also help support a consultant's recommendations.
· Interviews. While surveys are a valuable tool for gathering information from
large groups of people, survey data lacks the specific information that can only
be gleaned from face-to-face conversation. For this reason, employee interviews
are a staple of our consulting approach. We utilize interviews to gain a
perspective regarding such issues as:
Staffing and responsibilities of the staff of the Public Works Department.
Current workload and workload trends;
The existing technology utilized by the Public Works Department, such as
GIS, AutoCAD, etc.;
Basic service level goals, objectives, performance measures, and
business plans established to guide Public Works Department activities
and to establish accountability to the public for service delivery;
Effectiveness of capital improvement project management approaches,
long-term infrastructure planning, and engineering development review
services;
The work approaches used for service delivery, etc.;
Maintenance management systems employed in field operations such as
street maintenance, park maintenance, etc.; and
The preventive maintenance of the infrastructure.
· Site Inspections. The consulting team cannot understand the field operations of
the Public Works Department from an office. As a consequence, we make visits
to the facilities utilized by the Public Works Department to understand the service
Matrix Consulting Group
Page 18
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
delivery approaches utilized, to interview staff at these facilities, and selectively
conduct observations of work in the field.
As the next section demonstrates, this attention to detail carries through to our
analysis.
(3) Data Analysis
The Matrix Consulting Group uses a number of proven analytical methodologies
that we have developed in areas such as those presented in the following paragraphs.
· Benchmarking. Benchmarking of services, efficiency and effectiveness has
been increasingly utilized in the public sector to compare organizations in terms
of "best practices". This approach, through the use of our "Strategic Analytical
Matrix," would be useful in this study to assess the current approaches to
delivery of services by the Public Works Department. We will utilize a list of
quantitative and qualitative best practices that have been developed by the
Matrix Consulting Group or by professional associations (e.g., the APWA Public
Works Management Practices Manua~ to benchmark the Public Works
Department.
· Cost of Construction Guidelines. These guidelines are utilized to identify
workload and staffing requirements for the design and inspection of capital
improvement projects based upon a percentage of construction costs. These
guidelines have been developed based upon data developed by the American
Society of Civil Engineers (ASCE) in the,ir publication entitled Consulting
Engineering: A Guide for the Engagement of Public Works Department.. The
ASCE stated that the percentage of construction cost "has been widely used for
determining the compensation of consulting engineers on assignments where the
principal responsibility is the design of various works, and the preparation of
drawings, specifications, and other contract documents is necessary."
· Performance Measurement. The Matrix Consulting Group employs
performance measurement techniques in every management study we conduct.
Examples of the types of performance measures we will utilize in fleet
management include, but are not limited to, the following:
Average annual vehicle utilization;
Ratio of maintenance employees to vehicle equivalency units (VEU's);
Average vehicle age;
Total maintenance and repair cost per vehicle equivalent;
Matrix Consulting Group
Page 19
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
Preventive maintenance compliance rate;
Rate of scheduled to unscheduled repairs;
Supervisor to mechanic ratio;
Mechanic productivity rate (the proportion of available work time billed to work
orders) ;
Parts inventory turnover rate; and
Parts expenditures per vehicle equivalent.
The Matrix Consulting Group has developed these performance measures based
upon the experience of its staff as well as the performance measures developed
by professional associations.
The evaluation of workload and the development of recommendations for staffing
for the Public Works Department will not be based upon surveys of other cities. Rather it
will be based upon the unique circumstances in Tiburon.
(4) An Inclusive Stakeholder Oriented Approach
Employee involvement and close contact with the Town's project manager is a
critical component of the management study. If selected to conduct the study of the
Public Works Department, we would propose the following approaches to ensure staff
involvement is maximized over the course of the project. .
.
We would conduct personal interviews with many departmental employees.
During these interviews, we would explain the purpose of the study, and solicit
employee input regarding improvement opportunities.
.
We also recommend that the Town consider establishing a Project Steering
Committee to work with our team over the course of the project. This committee's
role would include reviewing and critiquing our findings, conclusions, and
recommendations as they are developed. The project approach portion of this
proposal describes the progress reports to be produced and reviewed with the
Project Steering Committee.
.
We prepare progress reports periodically throughout the study to report progress
to date, problems or obstacles encountered, and planned project activities over
the next several weeks.
.
As we develop chapters for the report, we submit these chapters to the Town's
project manager and the Project Steering Committee in draft form for review and
Matrix Consulting Group
Page 20
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
comment. This is an essential element in assuring the accuracy and
completeness of our findings, conclusions, and recommendations.
Of course, this proposed approach to employee involvement, steering committee
structure and role, and use of staff level review committees is subject to your approval.
(5) Conflict of Interest
The Matrix Consulting Group does not have any past, ongoing, or potential
conflicts of interest that may result from performing this work.
(6) Roles and Responsibilities of Town Staff
The matrix Consulting Group would expect Town staff to be available for
interviews and project steering committee meetings, and to assist the Matrix Consulting
Group in data collection as necessary.
4. TIMELINE
The chart, below, shows our proposed time schedule for accomplishing each of
the tasks associated with the project work plan.
Task
1. Document Key Issues
2. Develop a Profile
3. Document Employee Attitudes
4. Compare to Best Practices
5. Analyze Staffing, Work Practices, & Service Levels
6. Evaluate the Plan of Organization
7. Develo the Final Re ort
Matrix Consulting Group
Page 21
3. PROJECT COST
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Department of Public Works
3. PROJECT COST
The Matrix Consulting Group commits to providing the Town of Tiburon with the
analysis and deliverables described in your Request for Proposals as well as in this
response for a fee of $20,000, including all costs associated for professional time and
reimbursable expenses. The breakdown for these costs is:
· Professional time charges - $19,250
· Expenses (mileage I tolls) - $750
The rate schedule for those persons that will perform the services is provided
below:
.
Gary Goelitz: $225 per hour
.
Nicole Kissam: $160 per hour
.
Urska Dvorsek: $115 per hour
We are prepared to commit to this price on a fixed fee or not to exceed contract
basis.
Matrix Consulting Group
Page 22