HomeMy WebLinkAboutAgr 2005-09-08 (Matrix Consulting)
AGREEMENT FOR PROFESSIONAL SERVICES -
COMMUNITY DEVELOPMENT DEPARTMENT
ORGANIZATIONAL AND OPERATIONAL
REVIEW AND ANALYSIS
o~'"
THIS AGREEMENT, made and entered this L day of S'e.y>t~bv ,2005 by and between the
TOWN OF TIBURON, a municipal corporation, hereinafter called "Town," and Matrix Consulting
Group, hereinafter referred to as "Consultant,"
RECIT ALS
A. The Town seeks to evaluate the current operations of the Community Development
Department in processing of project applications, and to recommend modifications to the
organization, its structure, and/or its procedures that would improve the Department's
operating efficiencies.
B. Consultant has the necessary expertise to perform the services that the Town desires.
Consultant has conducted performance reviews and operations studies of more than 100
community development departments in California and throughout the United States.
AGREEMENT
1. Scope of Consultant Services. Consultant shall perform those Services described in
Exhibit A, Proposal to Conduct an Organizational and Operational Review and Analysis of
the Community Development Department, dated August 19,2005. Exhibit A is attached
hereto and incorporated herein by reference. Consultant may subcontract out certain of the
Services to other Consultants only as may be approved in advance in writing by Town. In
the event o( such subcontracting, Consultant shall remain responsible for the full
performance of such services.
2. Compensation. Consultant's fee for the Services shall be as set forth in Exhibit A.
Payments shall be due thirty days after submission of an itemized invoice showing work
actually completed. Consultant shall submit invoices on a monthly basis for time and
materials actually expended. Consultant shall not exceed 'the fee set forth in Exhibit A,
$23,000, without prior Town approval of an amendment to this agreement.
3. Standard of Work: Indemnity. Consultant shall perform the services in a skillful and
professional manner compatible with the usual, customary standard of Consultant's
profession. Consultant shall indemnify, defend and hold Town harmless from and against
claims, liabilities, suits, loss, cost, expense and damages arising from Consultant's willful or
negligent acts relating to the performance of the Services pursuant to this Agreement.
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4. Consultant as Independent Contractor: Indemnity. Consultant (including its agents and
employees) is not an agent or employee of the Town but is an independent contractor not
subject to the direction and control of the Town. Without limiting the foregoing, Consultant
shall maintain complete control of its operations and personnel and shall be solely liable and
responsible to pay all required salaries, wages, expenses, taxes and other obligations,
including, but not limited to, withholding and Social Security. Consultant shall indemnify,
defend and hold the Town harmless from any such liability that it may incur to the Federal
or State Governments as a consequence of this contract.
5. Attendance at Hearings. If requested by the Town Manager, Consultant shall appear at
Town Councilor other hearings that pertain to the Services beyond those specified in
Exhibit A. Town shall reimburse Consultant for such appearance(s) at the hourly rate
specified in Exhibit B.
6. Audit of Books and Records. Town may, in its sole discretion, undertake an independent
audit and/or evaluation of the Consultant's records and accounts of expenditures and
program activities at its own expense. Consultant shall furnish all items necessary in the
Town's discretion to complete said audit and/or evaluation subject to restrictions on
confidentiality limited to expenditure or receipt of program funds, and program quality.
7. Insurance. Consultant shall maintain insurance as set forth below. Town shall be added as
an additional insured to all required insurance policies. Insurance shall be primary and non-
contributory as to the Town.
A. Comprehensive General Liability: Combined single limit of $1,000,000 for each
single occurrence and $2,000,000 annual aggregate.
B. Comprehensive Automobile Liability: Combined single limit of $1,000,000 for
each single occurrence and $2,000,000 annual aggregate.
8. Ownership of Documents: Re-Use: Indemnity. All documents, including drawings and
specifications prepared by Consultant pursuant to this Agreement shall be the property of
Town. Town acknowledges that said documents are prepared for use only in connection
with the Project described in Exhibit A. Consultant makes no representation that said
documents are suitable for re-use on any other project or on any expansion of the Project.
Any such re-use by Town without specific written approval by Consultant shall be at
Town's sole risk. Town shall indemnify and hold Consultant harmless from all claims,
losses, damages and expenses, including attorneys fees, that may arise from Town's
unauthorized re-use of said documents for another project or for any expansion of the
Project.
9. Stop Work Order. Town may at any time, by written notice to Consultant ("Stop Work
Order"), require Consultant to stop or suspend performance of the Services, in whole or in
part, for a period of up to ninety days after such notice is delivered to Consultant. Upon
Agreement for Matrix Consulting Group
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receipt of the Stop Work Order, Consultant shall immediately comply therewith and take all
reasonable steps to minimize the incurrence of costs allocable to the Services covered by the
Stop Work Order during the period of work stoppage. Within ninety days of the delivery of
the Stop Work Order, or such later time as may be agreed to by the parties, Town shall
either cancel the Stop Work Order or terminate this Agreement as provided in Paragraph 11.
Consultant shall resume work upon the cancellation of the Stop Work Order. To the extent
that the Stop Work Order results in a documentable increase in the cost of performing the
Services or the time required for such performance, Consultant shall receive an equitable
adjustment in compensation or an extension of time for performance, as appropriate.
10. Delinquency. In the event that a proper invoice remains unpaid for more than 45 days after
submittal, Consultant may commence to charge interest of the unpaid amounts at the lesser
of 1.5% per month or the maximum rate allowed under applicable usury laws. In addition,
Consultant may suspend the performance of the Services after giving Town 10 days notice
of its intent to do so. In the event of such suspension, the Base Fee shall be increased to
include Consultant's reasonable costs of suspending and restarting the Services.
11. Termination of Contract. It is expressly understood that either party shall have the right to
terminate this agreement within five (5) days written notice to the other party. In such
event, Consultant shall deliver to the Town copies of all finished and unfinished surveys,
studies, documents, computer disks, and/or reports pertaining to the contract, and
Consultant shall be entitled to receive just and equitable compensation for any satisfactory
work completed as determined by the Town.
12. Discrimination. In the performance of the terms of this Agreement, Consultant shall not
engage in nor permit others he may employ to engage in discrimination in the employment
of such persons based on race, color, religion, sex, sexual preference, age, or handicapped
conditions.
13. Miscellaneous.
A. Other Contract Provisions. Other contract provisions are set forth in Exhibit A. To
the extent that there are any inconsistencies with such Exhibit and the other portions
of this Agreement, the latter shall prevail.
B. Governing Law. The laws of the State of Cali fomi a shall govern this Agreement.
The County of Marin shall be the venue for any judicial resolution of any dispute
arising under this agreement.
C. Severability. If any provision of this Agreement is found to be invalid or
unenforceable, the validity and enforceability of the remaining portions shall not be
affected unless the effect thereof would materially change the economic burden on
either party.
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D. 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.
E. Entire Agreement: Amendment. This Agreement represents the entire Agreement
between the parties. This Agreement may only be amended in writing.
IN WITNESS WHEREOF the parties hereto have caused their duly authorized representatives to
execute this Agreement the day and year above written.
CONSULTANT
TO
APPROVED AS TO FORM:
#ff~
Ann R. Danforth, Town Attorney
Agreement for Matrix Consulting Group
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matrix /
consulting group
Mr. Alex D. Mcintyre
Town Manager
Town of Tiburon
1505 Tiburon Boulevard
Tiburon, CA 94920
Dear Mr. Mcintyre:
EXHIBIT NO.
A
August 19,2005
The Matrix Consulting Group is pleased to present our response to the Request
for Proposal to conduct an organizational and operational review and analysis of the
Community Development Department. Our proposal is based on our review of the
Town's Request for Proposal, our research into the Community Development
Department in Tiburon, our conversation with you regarding the project, and our
experience analyzing these issues in other jurisdictions.
Our senior staff have extensive local government management consulting
experience individually and working together as a project team as far back as the late
1970's with Hughes, Heiss and Associates. The members of our proposed team have
conducted development review assessments for over one hundred clients with a
primary emphasis on providing staffing, management, and process improvement for
these processes. The following paragraphs summarize this experience:
· Our proposed project team has conducted performance reviews and operations
studies of more than 100 community development departments in California and
throughout the United States, including:
Alachua County (FL)
Albany (NY)
Alexandria (LA)
Augusta-Richmond County (GA)
Brattleboro (VT)
Campbell (CA)
Chatham County (GA)
Cupertino (CA)
Dublin (CA)
Emeryville (CA)
Farmington Hills (MI)
Florence County (SC)
Gainesville (GA)
Gresham (OR)
Hall County (GA)
Ha ard CA
Hillsborough County (FL)
Irvine (CA)
Livermore (CA)
Los Altos (CA)
Los Altos Hills (CA)
Matanuska (AK)
Modesto (CA)
Morgan Hill (CA)
Mountain View (CA)
Nantucket (MA)
Napa (CA)
Newark (CA)
North Miami Beach (FL)
Novato (CA)
Oxnard (CA)
Palo Alto CA
Pismo Beach (CA)
Poway (CA)
Prescott Valley (AZ)
Prince William County (VA)
Riverside (CA)
San, Antonio (TX)
San Clemente (CA)
San Luis Obispo (CA)
San Mateo (CA)
San Rafael (CA)
San Ramon (CA)
Santa Monica (CA)
South lake (TX)
Upper Merion Township (PA)
Venice (FL)
Washoe Coun NV
2470 EI Camino Real, Suite 210, Palo Alto, CA 94306 tr. 650.858.0507 r; 650.858.0509 fax
4322 N. Beltline Road, Suite B 112, Irving, TX 75038t:' 972.871.7950 r.' 972.871.7951 fax
60 Thoreau Street, Suite 176, Concord, MA 01742 [' 508.845.8969 c 650.858.0509 fax
www.matrixcg.net
We are currently conducting studies of the development review processes for the
City of Walnut Creek (CA) and Matanuska-Susitna Borough (AK), a fast growing
suburb of Anchorage. We have recently completed an analysis of permit
processing for Santa Monica (CA); a study of the Building Inspection Division for
the City of Southlake (TX), a suburb of Dallas; and developed a Request for
Proposal for an automated Permit Issuance and Tracking Information System for
the City of Springfield (MA).
· We have proposed an extremely experienced project team. With over 25 years'
experience and President of the firm, I would be the project manager and lead
analyst. Gary Goelitz and Randy Tan would assist me. Gary Goelitz has
significant experience in the analysis of the Community Development
Departments including the California cities of Los Alto Hills, Napa, Santa Monica,
Campbell, San Mateo, Palo Alto and Los Altos. Prior to creating the Matrix
Consulting Group, Gary Goelitz and I were partners in Hughes, Heiss and
Associates as well as practice leaders with MAXIM US.
In all of our studies of development review services, we utilize a comprehensive"
detailed and interactive set of approaches. These approaches are comprised of the
following elements:
· Detailed analysis based on intensive data collection and extensive interviewing
by analysts who understand community development service delivery.
· Extensive qualitative and quantitative analysis of all aspects of operations which
provides a clear audit trail of the cost-effectiveness of the current organization,
staffing, processes, technology, and operations as well as alternatives.
· Evaluation of operations and services in the context of 'best practices' developed
by the project team based on a survey of peer agencies, our own research, and
our extensive work with similar agencies.
· An interactive study process designed to maximize the potential for
implementation of study recommendations once the project is completed.
As President of the Matrix Consulting Group, I am authorized to commit this firm
contractually on this assignment.
We appreciate this opportunity to respond to this Request for Proposal. If we can
answer any questions, please do not hesitate to contact us at 650-858-0507 or via e-
mail at rbradv@matrixcQ.net .
Richard Brady
President
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Matrix Consulting rroup
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consulting group
TOWN OF TlBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
1. REQUIRED FIRM INFORMATION
This section of the proposal provides firm contact information, a profile of the
firm, references, and the qualifications of the proposed project team.
1. FIRM CONTACT INFORMATION
The information requested within the Request for Proposals regarding the firm is
presented below.
Firm Name: Matrix Consulting Group
Firm Address: 2470 EI Camino Real, Suite 210, Palo Alto, California 94306
Firm Telephone Number: 650-858-0507
Firm Fax Number: 650-858-0509
E-Mail ContactAddress:rbrady@matrixca.net
2. FIRM PROFILE
The Matrix Consulting Group is comprised of very experienced and specialized
public sector management and operations consultants. We conduct organizational,
staffing, operations and management studies for cities. There are several key
characteristics of the approach taken by the Matrix Consulting Group, as summarized in
the following points:
· A principal of the firm is involved in every aspect of our studies, including
interviews, data collection, report writing, client meetings and public
presentations. The principals of the firm in our Northern California office have
had significant experience as management consultants to local governments
beginning with Hughes, Heiss and Associates in the late 1970's, and founded
their own firm, the Matrix Consulting Group, in 2002.
Our staff are service area specialists in the analysis of development review
processes, not generalists.
Our projects are approached with a firm grounding in analytical methodology.
Our clients receive detailed analysis of their specific issues. All impacts are
identified and analyzed in detail to ensure that recommendations can be
implemented and the our clients can understand the reason for change.
· Our projects are characterized by extensive interaction between consultants and
client staff, management and policy makers.
This philosophy has provided our clients with valuable assistance in dealing with
important public policy issues and has resulted in high implementation rates.
Matrix Consulting Group
Page 1
TOWN OF T1BURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department.
The firm has offices in Northern California (its headquarters), Massachusetts,
Illinois and Texas. We are still a small firm (10 full time staff and 4 part time) working in
a high utilization / low overhead environment.
The firm and the project team from the Matrix Consulting Group we would assign
to this project have vast experience analyzing development review processes. This
experience encompasses over 100 collective projects. Members of the project team
have been leaders in the analysis of development review processes since the . late
1970's. Examples of our experience in working with community development
departments are summarized in the table below.
Alachua County (FL) Hillsborough County (FL) Poway (CA)
Albany (NY) Irvine (CA) Prescott Valley (AZ)
Alexandria (LA) Knox County (TN) Prince William County (VA)
Augusta (GA) Livermore (CA) Riverside (CA)
Beaufort County (SC) Livingston County (MI) San Antonio (TX)
Brattleboro (VT) Los Altos (CA) San Clemente (CA)
Burke County (NC) Los Altos Hills (CA) San Luis Obispo (CA)
Burlington (MA) Modesto (CA) San Mateo (CA)
Campbell (CA) Monroe County (FL) San Rafael (CA)
Chatham County (GA) Morgan Hill San Ramon (CA)
Culpeper County (V A) Mountain View (CA) Santa Monica (CA)
Cupertino (CA) Nantucket (MA) Solano County (CA)
Dublin (CA) Napa (CA) Upper Merion Township (PA)
Emeryville (CA) Nashville-Davidson County (TN) Venice (FL)
Farmington'Hills (MI) Newark (CA) Walnut Creek (CA)
Florence County (SC) North Miami Beach (FL) Waltham (MA) (NV)
Gainesville (GA) Novato (CA) Washoe County (NV)
Gresham (OR) Oxnard (CA) Wayland (MA)
Hall County (GA) Palo Alto (CA) West Boylston (MA)
Hayward (CA) Pismo Beach (CA) Whitman (MA)
3. FIRM REFERENCES:
The consulting team proposed for the organizational and operational review and
analysis of the Community Development Department has performed similar studies for
public agencies throughout the United States. Our experience encompasses three
decades. One or more of our senior project team conducted all of the projects listed in
the previous section of this proposal. The following table lists illustrative projects and
references for members of the Matrix Consulting Group.
Matrix Consulting Group
Page 2
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
Client Abstract Contact
Napa, California This study involved an assessment of all aspects Pat Thompson
of the City's development approval processes. It City Manager
Management Study of encompassed numerous departments and (707) 257-9501
the Development Review divisions, including Planning, Engineering,
Process Utilities, Building, and Fire Prevention. The study
made a number of recommendations to
streamline the development review process,
enhance the efficient use of staff, and create a
Community Development Department.
Los Altos Hills, This study involved an assessment of all aspects Maureen Cassingha m
Californ ia of the City's Planning and Building Department. It City Manager
made many recommendations including the plan (650) 941-7222
Management Study of checking of building permit plans using a
the Planning and concurrent sequential process, having the
Building Department Building Division provide zoning clearance for
minor building permit applications. We followed
up this study with an assessment of the feasibility
and calculation of development impact fees.
Walnut Creek, California Matrix Consulting Group conducted an Mike Parness
organization and management study for this City City Manager
Organization of in which the Community Development (943) 925-5800
Development Review Department was examined. Principal
Functions recommendations (which are in the process of
being implemented) included the transfer of
transportation planning from Public Services to
Community Development, the creation of project
planners, and improvements in counter services.
Santa Monica, California In this assignment the project team has analyzed Susan McCarthy
cross departmental issues' relating to all City Manager
Analysis of Permit development functions and designed to identify (310) 458-8301
Processes, Inspections opportunities to improve processing times. We
and Code Enforcement have accomplished this review in a context of an
intensive public review and scrutiny process.
Peoria, Arizona In this study the project team developed written Brent Mattingly,
policies and procedures for the assessment, Deputy Finance
Development Fee Study collection, tracking, and reporting of Director
development-related fees. Developed a (623) 773-7134
methodology to forecast and track the City's
financial obligations under development
agreements. Evaluated the adequacy of internal
controls in comparison to best practices.
Evaluated whether systems are being utilized to
recognize development-related fees and to
monitor trust accounts, development
agreements, repayment agreements and fee
credit and waiver aQreements.
Matrix Consulting Group
Page 3
TOWN OF TlBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
4. 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 team of senior consultants, which includes two . of our three
corporate officers who have between 25 - 30 years of consulting experience.
Summaries of the experience of our proposed project team are provided below with
more extensive resumes following these summaries.
RICHARD BRADY is the Matrix Consulting Group's President. His experience
encompasses over 25 years in the analysis of every local government service in
hundreds of jurisdictions throughout the country. This experience includes thirty-
five organization-wide management audits as well as well over 200
organizational and staffing studies of every local government service. Mr. Brady
was .the firm's Project Manager and/or Lead Analyst on the citywide management
audits for San Clemente (CA), Palo Alto (CA), Poway (CA), Pasadena (CA), San
Rafael (CA), Prescott Valley (AZ), Albany (NY), Venice (FL), North Miami Beach
(FL), Burlington (MA), Wayland (MA), Gainesville (GA), Alexandria (LA), Upper
Merion Township (PA) 'and Farmington Hills (MI); as well as countywide
management audits for Beaufort County (SC), Chatham County (GA), Augusta-
Richmond County (GA), Hall County (GA); A1achua County (FL) and Culpeper
County (Virginia). Mr. Brady managed studies of development review functions
in Santa Monica (CA), Loudoun County (VA), Hillsborough County (FL),
Nantucket (MA), Hayward (CA), Palo Alto (CA), Culpeper County (VA), Alachua
County (FL), Albany (NY), Burlington (MA), West Boylston (MA), Cupertino (CA),
Palo Alto (CA), Hilton Head Island (SC) and Upper Merion Township (PA). In the
Matrix Consulting Group, in his prior role as national director for management
studies for MAXIMUS and as a former partner in the California-based consulting
firm of Hughes, Heiss and Associates he managed and/or functioned a lead
analyst on hundreds of local government analytical projects encompassing every
local government function including development review. He received his B.A.
degree from California State University, Hayward and his Masters and Doctoral
degrees from Oxford University, U.K. He is based in 'our headquarters office in
Palo Alto (CA).
Mr. Brady would be the project manager and lead analyst for this
assignment.
.
GARY GOELITZ - Mr. Goelitz is a Vice President with the Matrix Consulting
Group, and has over 30 years of experience as an analyst in the public sector,
both as a consultant and a manager in municipal operations. He also was a
Director for MAXIMUS. Mr. Goelitz has served as a management analyst for the
cities of Santa Monica (CA), Chula Vista (CA), Fremont (CA), Phoenix (AZ), and
Beverly Hills (CA) as well as the Internal Audit Manager for Washoe County
Matrix Consulting Group
Page 4
TOWN OF T1BURON, CALIFORNIA
Proposal to Conduct an Organizational and OperatiQnal
Review and Analysis of the Community Development Department
(NV). Mr. Goelitz has extensive experience in the development review area and
has completed analyses of planning, building inspection and plan check, and
engineering service functions for a number of cities and counties in the western
United States - including Santa Monica (CA), Napa (CA), Los Altos Hills (CA),
Livermore (CA), Dublin (CA), Campbell (CA), Modesto (CA), Morgan Hill (CA),
Riverside (CA), Hayward (CA), Palo Alto (CA), Cupertino (CA), Los Altos (CA),
San Rafael (CA) San Ramon (CA), Oxnard (CA), Gresham (OR), and others. .
Mr. Goelitz also managed our recently completed study of development fees in
Peoria (AZ). He holds both B.A. and M.P.A. degrees from the University of
Southern California.
Mr. Goelitz would be a project analyst and have responsibility for the
analysis of the permit, plan check and inspection processes.
· RANDY TAN - Mr. Tan is a Manager with the Matrix Consulting Group, and has
over 5 years experience as a consultant to local government. Mr. Tan has
completed a number of analyses of development review for local governments
including Placer County (CA), Glendale (CA), Glendora, CA), Hercules (CA), and
Los Altos (CA). His professional consulting experience also includes business
process improvement, management, organizational, and operational
assessments, facilitation and strategic planning for government agencies. Before
joining the Matrix Consulting Group, he was an Associate with a California-based
management consulting firm. He holds a B.S. degree from the University of
California, Davis and an M.P .A. degree from the University of Southern
California.
Mr. Tan will be an analyst on this project assisting in the collection and
analysis of the data.
The following pages present detailed resumes for the proposed project team.
Presented below is the table of organization for the project team.
Project Manager
Richard Brady
Lead Analyst
Gary Goelitz
Project Analyst
Randy Tan
Matrix Consulting Group
Page 5
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
RICHARD BRADY
President
Matrix Consulting Group
BACKGROUND
Richard Brady provides organization, staffing and management analytical services to
local government. In his extensive career, he has conducted over 400 projects for over
300 local and state government client agencies. Richard Brady has been a
management consultant to local government for twenty-five years. Prior to creating his
own consulting practice of Matrix Consulting Group, Mr. Brady was MAXIM US's Vice
President for providing management auditing services nationwide (he joined that firm in
1994). Before that, he was the managing partner of the California-based management
consulting firm of Hughes, Heiss & Associates. Mr. Brady worked with Hughes, Heiss
and Associates for over 14 years.
The list, which follows, summarizes Mr. Brady's project experience on organization-wide
management studies and selected other studies.
EXPERIENCE
Agency-Wide Management Audits and Organization Studies (Including planning,
building, and engineering services)
Albany, New York
. Alachua County, Florida
. Alexandria, Louisiana
. Augusta-Richmond County, Georgia
. Beaufort County, South Carolina
. Burke County, North Carolina
. Burlington, Massachusetts
. Culpeper County, VA
. Florence County, South Carolina
. Gainesville, Georgia
. Hall County, Georgia
. Irvine, California
. Los Angeles, California
. North Miami Beach, Florida
. Palo Alto, California
. Prescott Valley, Arizona
. San Antonio, Texas
. San Clemente, California
. San Luis Obispo, California
. Upper Merion Township, Pennsylvania
. Wayland, Massachusetts
Matrix Consulting Group Page 6
TOWN OF T1BURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
West Boylston, Massachusetts
Whitman, Massachusetts
Selected Individual Departmental Studies
Planning and Building
Cupertino, California
Hayward, California
· Hillsborough County, Florida
· Mountain View, California
· Nantucket, Massachusetts
Napa, California
· Prince William County, Virginia
· San Antonio, Texas
· San Luis Obispo, California
· Santa Monica, California
EDUCATION
Mr. Brady received his BA degree from California State University at Hayward and his
MA and PhD degrees from Oxford University, U.K.
Matrix Consulting Group
Page 7
TOWN OF T1BURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
GARY GOELITZ
Vice President
Matrix Consulting Group
BACKGROUND
Mr. Goelitz is a Vice President with the Matrix Consulting Group. Mr. Goelitz has
provided services to local government both as a management consultant and in a
variety of positions within municipal government in California and Nevada over the past
30 years. Mr. Goelitz worked with Hughes, Heiss and Associates for over 10 years.
Most recently, Mr. Goelitz was the Manager of the Internal Audit Division of Washoe
County (Reno), Nevada.
Mr. Goelitz specializes in the analysis of planning, building inspection and plan
checking, and engineering. The following list provides a representative sample of the
cities and counties within which Mr. Goelitz has performed these assessments.
Brattleboro (VT)
Campbell (CA)
Cupertino (CA)
Dublin (CA)
Emeryville (CA)
Gresham (OR)
Hayward (CA)
Lee's Summit (MO)
Livermore (CA)
Los Altos (CA)
Los Altos Hills (CA)
Modesto (CA)
Morgan Hill
Mountain View (CA)
Napa (CA)
Newark (CA)
Novato (CA)
Oxnard (CA)
Palo Alto (CA)
Peoria (AZ)
Pismo Beach (CA)
Poway (CA)
Riverside (CA)
San Clemente (CA)
San Luis Obispo (CA)
San Mateo (CA)
San Rafael (CA)
San Ramon (CA)
Santa Monica (CA)
Southlake (TX)
Springfield (MA)
Walnut Creek (CA)
Waltham (MA) , .
Washoe County (CA)
EDUCATION
Mr. Goelitz received his SA and M.P.A. degrees from the University of Southern
California.
Matrix Consulting Group
Page 8
2. APPROACH I METHODS USED TO PERFORM
THE PROJECT '
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
2. APPROACH I METHODS USED TO PERFORM THE
PROJECT
This section of the proposal provides the project team's understanding of the
background and requirements of this project, and our approaches to conducting this
study.
1. BACKGROUND AND INTRODUCTION
The Town of Tiburon is an affluent, built out community with a population of
approximately 8,800. The town consists of approximately 4.5 acres of land. The
Community Development Department is authorized nine (9) staff and an annual budget
of $1.1 million. The department consists of three divisions: Planning and Design
Review, Advance Planning, and Building Inspection.
The Town is seeking proposals for an analysis of the Community Development
Department. The intent of the analysis is to evaluate the operational policies, workflow
methodology, the levels of staffing, the extent to which staff take advantage of
appropriate training, available equipment and technology, and to determine if there are
any modifications that can be made to the organization, its structure, and/or its
procedures that will improve the operating efficiencies of the department and better
enable it to perform the breadth of services that are provided to the community's
residents.
2. METHODOLOGICAL OVERVIEW
We believe that several aspects of our study approach should be mentioned and
stressed. Our intent is not merely to describe what tasks we will perform to conduct the
study, but also how we will conduct the study that will produce results that are accurate
and concrete, substantive, defensible and can be implemented.
,
(1) Data Collection
A central tenet of our approach to conducting studies is that there must be a
strong analytical basis for evaluating needs and making recommendations. The
methodology should be flexible enough to accommodate the unique elements of each
client's scope of work and service levels (for example - the extent of public noticing
requirements for discretionary permits or the kinds of applications that must be
approved by the Planning Commission versus a zoning administrator).
Examples of the tools and techniques that we will employ in this project include:
· Collecting Documents. This would include the collection of documentary
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TOWN OF T1BURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
material (such as organization charts, zoning ordinance, general plan, etc.) and
quantitative information (such as building permits, building valuation, budget
information, etc.) to evaluate workload, staffing, and management practices
· Documenting current demand for development review service$ including the
number of inspections, number and types of building permits issued including
valuation, number of discretionary permits, anq the like.
· Documenting current service levels from the perspective of basic quantitative
performance indicators (such as the percentage of inspection requests that are
responded to within one workday of receipt of the request; etc.).
· Conducting Focus Groups. In evaluating customer satisfaction, we will
incorporate input from customers. The Matrix Consulting Group has extensive
experience in developing and administering focus groups to obtain this
information.
· Conducting Interviews. Employee interviews are a staple of our consulting
approach.
As the next section demonstrates, this attention to detail carries through to our
analysis.
(2) Data Analysis
The Matrix Consulting Group uses a number of proven analytical methodologies
that we have developed in areas such as the following: .
· Benchmarking. We propose to accomplish the following:
Identify and conduct a comparison survey of other cities in California that
are comparable in terms of size, scope of programs, and the type of
growth environment as Tiburon.
Concurrently, we will utilize a list of quantitative and qualitative best
practices that have been developed by the Matrix Consulting Group or by
professional associations such as the American Planning Association to
benchmark community development services.
.
Perfonnance Measurement. The Matrix Consulting Group employs performance
measurement techniques in every review we conduct.
.
Process mapping. Process mapping or flow-charting is one of the tools that the
Matrix Consulting Group uses to both understand the process as well as to
identify opportunities for streamlining the process.
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TOWN OF TlBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
These general approaches are described more fully in the proposed project work
plan.
(3) An Inclusive, Stakeholder Oriented Approach
Employee involvement .is a critical component of the review. If selected to
conduct the organizational and operational review and analysis of the Community
Development 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 employees in the Community
Development Department.
U )[,...,
We also recommend that the Town consider establishing a Project Steering 1../ ~.<
Committee to work with our team over the course of the project. This committee's ',,,.i.
role would include reviewing and critiquing our findings, conclusions, and ",~. {'
recommendations as they are developed.
I
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.
3. PROJECT WORK PLAN
This section describes the basic work tasks we would accomplish in conducting a
development review study for the Town of Tiburon.
Task 1
Identify Key Issues and Trends Impacting the Community
Development Department.
To realistically assess development services, it is important to develop some
sense of where Tiburon is going - the key issues which impact and shape service
requirements. To develop this perspective, we plan to conduct a series of initial
interviews with the Town Council, Town Manager, the Chairperson of the Planning
Commission, the Chairperson of the Design Review Board, and the Community
Development Director to identify the key factors impacting operations. Specific issues
receiving emphasis by the project team would include the following:
.
Basic service delivery goals and objectives of key operating areas including
current planning, long-range planning, building inspection and plan checking, and
the like;
J:~
Identification of key issues impacting service delivery such as the use of an
automated permit issuance and tracking information system;
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TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
· Documentation of key trends in Tiburon related to the general plan and zoning
ordinance, and the workload experienced by the Community Development
Department; and
· Concerns expressed by the customers regarding the development review
process utilized by Tiburon, recent steps taken to simplify the process, etc.
These initial interviews will provide an opportunity to identify and isolate factors
and constraints which impact current or near-term operations.
Task 2
Develop a Profile of the Community Development Department.
To develop an understanding of the organization and services associated with
the Community Development Department, we would complete the basic work steps
defined below.
· Develop an understanding and map the processing steps and the parties
involved in each step of the discretionary permit and building permit plan check
process.
· Interview staff involved in the discretionary permit and building permit plan check
process focusing on such issues as:
Basic work responsibilities;
Basic workload and allocation of available time by major task and work
responsibility;
The processes linking the divisions and departments involved in the
development review process; and
Documentation of individuals' attitudes toward key strengths and
weaknesses of the existing organizations.
, .
· Develop a description of service demand and workload trends relating to the
Community Development Department over the past several years.
· Document current performance targets related to turnaround times for the
various discretionary and building permits processed within Tiburon.
· Document the current coordination mechanisms and procedures in place to
coordinate the development review processes among the different divisions and
departments.
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TOWN OF TIBURON,. CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
Document the information systems available to support operations such as GIS
and a permit issuance and tracking information system.
· Document the policies and regulations utilized such as the zoning ordinance, the
cost recovery policies of the Town for the development review process, etc.
Once these initial data collection activities have been completed, we will prepare
a profile describing the organization, operations, and workload patterns of the
Community Development Department. Once the profile has been prepared, it will be
circulated to ensure accuracy.
Task 3
Conduct Focus Groups to Assess Customer Satisfaction with the
Community Development Department.
The Matrix Consulting Group would conduct two focus groups, consisting of a
gathering of eight to eleven people in each focus group meeting. The focus groups
should consist of different sets of. customers such as architects, contractors, and
developers. These customers would then be led through a one hour discussion by the
Matrix Consulting Group to really understand why customers feel the way they do about
a particular issue. In conducting the focus group, the Matrix Consulting Group would
complete the following steps:
· First, develop the focus group questions that will be asked. The Matrix Consulting
Group will develop a list of questions and review these questions with Tiburon.
· Second, select the participants. There is no perfect size for a focus group, but the
best groups usually have between eight to eleven participants.
· Third, hold the focus groups. They should be conducted in a comfortable setting,
but not at Town Hall.
Finally, summarize the results. The Matrix Consulting Group will put together a
brief summary of !~.~.E~~_~!!.~:_.,I~is will h~_~_._~ombine the f09usgroup results with /,,_'
the results of thE(:quantitative cuslOrrier'satisfaction ql:Jestionnaire:-~~:."..,.. ":_.__'--. . ~J-,
.'....'""'----..-__._..._....~v.-..--..-.,- -" ,- ...,.~..~~..,........, ...~".---"~.-...r_.__.__#,_ - ~-- ,- ,
. :.~ l.'l.
Once the focus groups are completed, the Matrix Consulting Group would
complete an analysis of the results and prepare an interim report regarding the resulting ,',.. .r," ,r1'" I '~".r /
issues. This interim report would be reviewed with staff, as appropriate.
.
f '
i~C~ VI.#
."'
i ..)
". i,. ,.{'..,--_.;
Task 4
Compare the Department's Services and Processes in a Comparative
Survey and Against Best Practices.
,
The purpose of this fourth task is to evaluate the Community Development
Department in a comparative surveys as well as in the context of 'best practices'. This
task would not only assess the current performance of the system but also ensure that
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TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
the Town possesses adequate benchmark measures against which to evaluate work
activities in the future. This step will consist of the following components:
Select and refine a set of benchmark measures for use in evaluating
development services compared to other jurisdictions.
Develop a proposed set of comparison jurisdictions. It is also essential that these
jurisdictions be comparable to Tiburon in their perspective regarding
development.
· Conduct the comparative survey of comparison jurisdictions.
Concurrently, the project team would also compare the Community Development
Department against Ibest practices'. In our experience analyzing these issues,
we have developed a number of Iguidelines' that can be used in most towns and
cities. Examples of these quantitative and qualitative measures include:
On-line submittal of minor building . permits such as re-roofs, sewer lateral
replacement" water heater change outs, and water services using an
effective automated permit issuance and tracking information system;
Interactive voice response (IVR) system to enable customers to schedule
inspections after hours and find out the results of those inspections;
Use of an automated permit issuance and tracking information system by
all of the departments and divisions involved in the development review
process to input conditions of approval, correction notices, etc.;
Cycle goals or performance targets for the completion of building permit
plan checks and the processing of discretionary permit applications;
Over-the-counter building permit plan check for minor permits such as
non-structural single family home remodels; and
The delegation to a zoning administrator of the authority to approve
routine discretionary permit applications.
· Once practices and measures have been documented, we would compare them
to results of previous tasks, and to the extent they exist, identify major deviations
between Tiburon and these benchmarks.
Once the benchmarking and best practice results have been thoroughly
analyzed, they will be summarized to highlight potential issues and improvement
opportunities. The results of this portion of the study will be reviewed with staff and with
the Project Steering Committee.
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TOWN OF T1BURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
Task 5
Evaluate the Development Review Process, Staffing Levels, and
Organizational Structure Used by the Community Development
Department.
We would evaluate the development review processes from a number of
perspectives such as the examples presented in the sections below.
· The effectiveness with which the Town's automated permit issuance and tracking
information system is utilized for development review services and opportunities
that exist to enhance these existing systems to share information.
· The proportion of building permits processed over the counter.
· The clarity of submittal requirements for various discretionary permit applications..
· The use of an inter-departmental development review committee to discuss
proposed conditions of approval and mitigation measures.
The analysis of the issues such as those denoted above needs to reflect the unique
nature of the Town and its service desires and targets.
Also as part of this task, the project team would evaluate the Town's zoning
ordinance. For example, in evaluating the zoning ordinance, criteria such as the
following would be utilized:
· The ease of working with the ordinance, and the policies contained within the
ordinance such as whether the applicant and/or staff have to look in several
places for the answer to one zoning ordinance related question;
· The extent to which the zoning ordinance needs to be simplified, clarified, and
standardized;
· Whether specific guidelines exist for hot areas such as house sizes, conversion
of apartments to condominiums, setbacks for odd shaped lots, building heights;
Whether an on-line searchable zoning ordinance is available; and
· The extent of opportunities to ease and streamline the processing of applications.
The product of this analysis would be the documentation of opportunities to improve the
zoning ordinance from the perspective of clarity, ease of administration, and
opportunities to streamline the process.
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TOWN OF T1BURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
Also as part of this task, the project team would evaluate staffing levels and
organizational structure for the Community Development Department. We will address
these issues by employing several different approaches, such as the following:
Identify the degree to which each of the divisions utilizes contractors to perform
specialized tasks such as building permit plan checking.
.
Evaluate opportunities to simplify or reduce staff workload.
.
Assess the efficiency and effectiveness with which the staff in Building
Inspection, Planning and Design Review, and Advance Planning are being
utilized, the effectiveness of ongoing training.
Assess the plan of organization for the Community Development Department
from the standpoint of spans of control, managers having sufficient time to
function as managers (versus plan checking building permit plans or writing staff
reports for the Design Review Board or Planning Commission, etc.), adequate
management systems are available to enable managers to manage the
development review process, etc.
· Evaluate the adequacy of the goals, objectives and performance measures used
by the Community Development Department and the performance reporting
systems utilized.
The completion of this task will allow the project team, in conjunction with
previous tasks, to make recommendations regarding the optimum staffing levels in the
Community Development Department, work practices, development review processes,
the zoning ordinance, and the plan of organization.
Task 6
Document Recommendations in a Final Report and Provide a
Detailed Implementation Plans.
Once the all identified issues have been resolved, we will document our findings,
conclusions, and recommendations in a final report. This report will include:
· An evaluation of Community Development Department functions including work
practices, management controls, the use of technology including GIS and permit
issuance and tracking information system, staffing levels, and the plan of
organization.
· Improvement opportunities in the development review process in terms of
streamlining, enhancing customer services, etc.
· Identification and evaluation of key service levels including the gaps between
target and actual service levels. The analysis will include definition of the
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TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
relationship between staff utilization and these service levels and explanation of
enhancement opportunities.
· An implementation plan covering all recommended improvements.
We would plan to review the draft report with project steering committee. Based
on the results of that review, clarifications and additional analysis will be provided as
appropriate. When complete we would present the final report to the Town Council.
4. PROJECT SCHEDULE
The chart, below, shows our proposed time schedule for accomplishing each of
the tasks described in the work plan. We are prepared to commence the study on
September 12, and take ten weeks to complete.
1. Initial Interviews
10
2. Descriptive Profile
3. Focus Groups
-
-
4. Benchmarking & Best Practices
5. Processes and Staffing
6. Com lete Final Re ort
5. ROLES AND RESPONSIBiliTIES OF THE TOWN.
The philosophy of the Matrix Consulting Group is that clients hire us to collect the
data, analyze the data, and develop findings, conclusions,' and recommendations. As
such, we do not expect the staff of the Town staff to collect this data on our behalf.
The roles and responsibilities that the Matrix Consulting Group would expect the
Town to fulfill would be to be available for interviews and to participate in the Project
Steering Committee, to review the work products developed by the Matrix Consulting
Group and to provide candid perspectives regarding opportunities for improvement. The
tasks for the Town Council would be, at the beginning of this study, to provide feedback
regarding opportunities for improvement and to provide feedback regarding the
development policies and framework as it exists within Tiburon.
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3. CONFLICT OF INTEREST
TOWN OF TlBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
3. CONFLICT OF INTEREST
The Matrix Consulting Group and the propose'd project team do not have any
ongoing or potential conflicts of interest that would result of performing work for this
proposal.
Unlike other consulting firms, local governments are our only clients. We have
not worked for developers and have not processed applications on their behalf or
represented developers to local governments in the processing of those applications.
Our experience in analyzing development services is based on conducting management
studies of over 100 community development departments in states ranging from Alaska
to California to Texas to Massachusetts and Florida on behalf of local governments.
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4. COST OF SERVICES
TOWN OF TIBURON, CALIFORNIA
Proposal to Conduct an Organizational and Operational
Review and Analysis of the Community Development Department
4. COST OF SERVICES
This section of the proposal provides our cost estimate top provide the services
described in the approach/methods used to perform the project. section. Our costs to
provide these services would be $23,000. We would be pleased to enter into a fixed
price contract for this amount.
Typically, we invoice clients on a monthly basis up to the contract amount.
The hourly rate for each member of the team proposed to be assigned to this
project is presented below.
· Richard Brady: $195 per hour
· Gary Goelitz: $175 per hour
· Randy Tan $140 per hour
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EXHIBIT B
Matrix Consulting Group Hourly Rates
· Richard Brady, President - $195
· Gary Goelitz, Lead Analyst - $175
· Randy Tan, Project Analyst - $140