M&C Review


COUNCIL ACTION:  Approved on 2/20/2018 

DATE: 2/20/2018 REFERENCE NO.: **P-12160 LOG NAME: 13P18-0017 STAFFING WORKLOAD STUDY
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Agreement with Matrix Consulting Group, LTD to Conduct a Staffing Analysis and Deployment Study of the Police and Code Compliance Departments for the Performance and Budget Department in a Total Amount Up to $185,000.00 (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize entering into an Agreement with Matrix Consulting Group, LTD to conduct a staffing analysis and deployment study of the Police and Code Compliance Departments for the Performance and Budget Department.

 
DISCUSSION:

The Performance and Budget Department requested that Purchasing Department issue a Request for Qualifications (RFQ) for a contract to conduct a staffing analysis and deployment study of the Police and Code Compliance Departments.  

The consultant will conduct an objective, systematic and comprehensive study to evaluate the Police and Code Enforcement Department's staffing and deployment. The study will include all divisions in both departments and will entail staff interviews, analysis of resources, operations and deployment, projection of service demands and staffing needs, an analysis of organizational structure and management and best practice assessment. The final report will include specific recommendations for policy, management action, improved efficiency and deployment, appropriate staffing levels, and identification of functions that could be performed more appropriately by other means.

The Purchasing Department issued an (RFQ) for an Agreement for a Staffing Workload Study. The RFQ was advertised in the Fort Worth Star-Telegram on October 25, 2017, November 1, 2017 and November 8, 2017. Three-Hundred and seventy-seven Vendors were solicited from the Purchasing database system; four responses were received. See attached Bid Tabulation.

Staff from Performance and Budget, Police, Code Compliance Departments and the City Manager's Office evaluated the submitted proposals and concluded that Matrix Consulting Group, LTD presented the best value to the City. The RFQ consisted of the following evaluation factors: demonstrated experience of the firm in completing similar projects, qualifications and experience of the professional personnel assigned to the project, understanding of the project scope and fit of consultants' methodology, consultants' capability to meet project time and budget requirements, and references.

The contract price for the study and analysis would be $185,000.00; however, the proposed contract would allow the unit price to be increased with the City's approval. An administrative change order or increase may be made by the City Manager in the amount up to $46,250.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

PRICE ANALYSIS - The unit prices are 76.19 percent higher than the pricing on the previous annual Agreement awarded in September 24, 2013 (M&C C-26467), due to the additional study of the Code Compliance Department. Staff reviewed the proposed pricing and certified that the prices offered by the recommended vendors are fair and reasonable.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Police Department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services from source(s) where subcontracting or supplier opportunities are negligible.

AGREEMENT TERM - Upon City Council approval, the Agreements shall commence on February 21, 2018 and shall expire on February 20, 2019.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budget, as appropriated and that prior to an expenditure being made, the participating Department has the responsibility to validate the availability of funds.

BQN\18-0017\DG
TO
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Darian Gavin  (2057)
Cynthia B. Garcia (8525)

 
 
ATTACHMENTS
  Bid Tabultion - RFQ 18-0017 Staffing Workload Study (003).pdf
  Form 1295- Matrix Consulting.pdf