HomeMy Public PortalAboutORD16355BILL NO. 2023-022
SPONSORED BY Councilmember Spencer
ORDINANCE NO.
/!0555
AN ORDINANCE OF THE CITY OF JEFFERSON, APPROVING A PROFESSIONAL
SERVICES CONTRACT WITH MATRIX CONSULTING GROUP.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
Section 1. The Mayor and City Clerk are hereby authorized to execute a
Professional Services Contract with Matrix Consulting Group to perform a Staffing
Optimization Assessment in the amount of $145,000.00.
Section 2. The agreement shall be substantially the same in form and content as
that agreement attached hereto as Exhibit A.
Section 3. This Ordinance shall be in full force and effect from and after the date
of its passage and approval.
Passed: JUP€ 201 2023 Approved: TuN E 1-6 2,OZ3
Presiding 0
ATTEST:
APPROVED AS TO FORM:
CITY OF JEFFERSON
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT, made and entered into the date last executed by a party as indicated be low, by and
between th e C ity of J effer son, a municipal corporation of the State of Missouri , hereinafter referred to as
"City", and Matrix Con su lting G roup hereinafter referred to as "Contractor".
WITNESSETH:
THAT WHEREAS, the C ity desires to engage the Contractor to re nd e r certai n services Staffing
Optimization A ssessment t o s how h ow effic ient, effective, and productive the City's CU ITe nt performance
is a nd how to imp rove, here in afte r described in Exhibit A.
WHEREAS, Contractor ha s made certain representations and state ments to the City with res pect
to the provision of s uch serv ices and the City has accepted said proposa l to enter into a contract with the
Contracto r for the performance of serv ic es by the Contractor.
NOW THEREFORE, for the considerations here in expressed, it is agreed by a nd be tween the City
and the Contracto r as follo ws:
1. Scope of Services.
Contractor agrees to provide a ll s upervision, labor, too ls, eq uipment, material s and suppl ies for Staffing
Optimization A ssessment to s how how efficient, effective, and productive the C ity's current performance
is and how to improve, as set f01th in Ex hibit A. In the event of a conflict between this agreemen t and any
attac hed exhibits, the provisions of this agreement s hall govern and prevail.
2. Payment.
The City hereby agrees to pay Contractor for the work done pursuant to this contract according to t he
pay ment schedule set forth in the contract docume nts, and in accordance with the rates and/or amounts
s tated in the bid of Contractor dated April 25, 2023 , wh ic h a re by reference made a part hereof. No partial
payment to Contractor sha ll operate as approval or acceptance of work done or materials furnis hed
he reunder. No change in compensation s hall be made unl ess there is a substantial a nd signifi cant difference
between th e work orig inall y contemplated by this agreeme nt and the work actuall y required. T he total
amount for services rendered under thi s contract s hall not exceed the budgeted amount of One Hundred
Forty-Five Thousand Doll ar s and Zero Cents ($14 5,000.00)
3. Term.
This contract s hall commence o n the date last executed by a party as in d icated below. The Contracto r s hall
perform sa id work in accordance with the contract documents as set forth in Exhibit A, within seven (7)
mo nth s from the date of the last signatu re below.
4. Additional Services.
The City may add to Contractor serv ices or delete th erefro m activ ities of a s imilar nature to those set forth
in Exhibit A, provided that the total cost of such work does not exceed the total cost allowance as s pecified
in paragraph 2 hereof. The Contractor sha ll undertake s uch c hanged activ ities o nl y upon t he direction of
the C ity. All such directives and changes s hall be in written form and approved by the City and s ha ll be
accepted and countersigned by the Contractor or its agreed representati ves.
5. Personnel to be Provided.
The Contractor represents that Contractor has or will secure at it s expense a ll personnel required to perform
the services called for under this contract by the Contractor. Suc h personnel s hall not be employees of or
2
have any contractual re lati o ns hip with the City except as employees o f th e Contractor. All of th e services
required he re und e r will be performed by the Contractor or under the Contractor's direct s up e rvi sion and all
personnel e ngaged in the work sha ll be fully qua lifi ed and s ha ll be authorized under state a nd local law to
perform s uch ser v ices. None of the work o r servi ces covered by this contract shall be s ubco ntract ed except
as provid e d in Exhib it A without the written approva l of t he C ity .
6. Contractor's Responsibility for Subcontractors.
Work under this Agreement s hall not be s ub contracted unl ess a pproved by the C ity. It is furth e r agreed that
Contracto r s ha ll be as fu ll y responsible to the City for th e acts and o mi ss io ns of its s ubcontrac to rs, and of
persons e ith e r directly o r indirectl y e mpl oyed by th e m , as Contract or is for the acts a nd omissions of persons
it directly employs. Contractor s ha ll cause approp riate provisions to be in serte d in a ll subcontracts relating
to this work , t o bind a ll s ubcontractors to Contractor by a ll the term s he re in set forth, in sofar as applicable
to the work of subcontract o rs and to g ive Contractor the sa me power rega rdin g termination of any
subcontract as the C ity may exercise over Contracto r under a n y provis io n s of t h is contract. Nothin g
contained in thi s contract shall c reate a ny contractu a l re la ti o ns between a n y s ub contractor a nd the City or
between any s ub contractors.
7. Independent Contractor.
The Contract or is a n independent contractor and no thin g he re in s hall consti tute o r designate the Contractor
or a ny of its e mpl oyees as agents or e mpl oyees of t he C ity.
8. Benefits not Available.
The Contractor s ha ll not be entitl ed to a ny of the benefit s establi s hed for the employees of the C ity and
s hall no t be covere d by the W o rkm e n 's Compensati o n Progra m ofthe C ity .
9. Nondiscrimination.
The Contractor agrees in the performance of th e contract not to di scriminate o n the ground s o r because of
race, c reed, co lor, national orig in or a nc estry, sex, re li g io n, handicap, age o r political affiliation , again st
a n y e mpl oyee of Contractor o r a pplicant for employme nt a nd s hall in c lude a s imilar provis io n in a ll
s ub contracts let o r awarded hereunder.
10. Illegal Immigration.
Prior t o commencement of the work:
a. Contractor s ha ll , by sworn affi dav it a nd provision of docum e ntatio n, affirm its enro llm ent
and participation in a fe dera l work authorization program w it h respect to the em pl oyees
workin g in connection w it h the contrac ted servi ces.
b. Contractor s ha ll s ign a n affidavit affirming that it does not knowingly employ a ny pe rson
who is a n unautho ri zed alien in connection with the contracted serv ices.
c. If Contractor is a sole proprietorship, partnership, or limited partnersh ip, Contractor s ha ll
provide proof of citizenship o r lawful p resence of the owner.
11. Notice to Proceed.
The services of th e Contractor s ha ll commence upon executi o n of th is Agreement, a nd s hall be undertaken
and comp leted in accordance with the sc hedul e contained in Exh ibit A.
12. Termination.
If, through a ny ca use, the Cont ractor s ha ll fail to fu lfill in t im e ly a nd proper man ne r its obli gati o n s under
t hi s contract, o r if th e Contractor s hall v io late any of t he covena nts, agree m e nts, or stipu latio n s of this
contract , the C ity s ha ll thereupon have th e right to term in ate this contract by g iving written notice to the
3
Co nt ractor o f s uc h t e rmin a ti o n a nd s pecify in g the effective d a te thereof, a t least fi ve (5) d ays b efore t he
effecti ve d ay of s uc h te rmin a ti o n. The C ity reserves the ri g ht t o te rm inat e t hi s cont ract for con ven ie nce by
giv in g a t least fo urteen ( 14) days pri o r w ri tte n n oti ce to Con t racto r, w it ho ut prejud ice t o a ny other r ig hts o r
re me di es of t he C ity, provid e Contracto r s ha ll be e nt it led to paym e nt fo r all work comple ted by Contract o r
t hro ug h t he d ate o f term inati o n. T he Con tracto r may w it h cause te rm inate t h is con tract upon 3 0 d ays p rio r
w ri tte n noti ce. In e it he r s u c h event a ll fini s hed o r unfinis hed d ocum ents, data, stu d ies, surveys, drawings,
ma p s, mode ls , p hotograph s , and re po rts o r o th e r m at e ri a ls pre pare d by t he Contracto r unde r this contract
s hall , at th e o p t io n o f th e C ity, become its pro pe rty, a nd th e comp e n satio n fo r a ny satisfactory work
com p lete d o n s uc h docum e n ts a nd o th e r materi a ls s hall be de te rm ined. Notwith stand ing the a b ove, t he
Contract o r s ha ll not be re li eved o f li a bili ty t o t he C ity fo r d a mages s us ta ined by t he C ity by v irtue of an y
s uc h breach of contract by th e Contracto r.
13 . Waiver of Breach .
Fa ilure to in s ist up o n stri ct compli a nce w ith a ny o f t he te rm s covena nts o r cond it io ns he re in s ha ll not be
deem ed a wa ive r of a ny s uc h te rms, coven a nts o r condi t io ns , no r s ha ll a n y fa ilure at o n e o r mo re t imes be
deem ed a wa ive r o r re linqui s hm e n t at a ny o th e r tim e o r times by any ri ght under the terms, covenant s o r
condi t io ns herein.
14. Authorship and Enforcem e nt.
Pa rt ies agree th at th e pro ductio n of thi s d ocu ment was th e j o in t effort o f bot h parties and that the con t ract
s ho uld not be cons trued as havin g been drafted by e it he r pa rty . In t he event th a t the C ity successfull y
e nforces the terms of thi s co ntrac t th ro ug h li t igatio n, t he C ity s ha ll be enti t led t o receive, in addi t ion to any
othe r re li ef, its reasona b le atto rn ey's fees, expe nses a nd cost s .
15. Seve rability.
If a ny sectio n , s ubsectio n, sen te nce, or c la use of thi s contract s ha ll be adj udged i ll ega l, inva li d, or
u ne nfo rceable, s uc h ill ega li ty , in validi ty, o r une n fo rceability s ha ll not affect t he legali ty, validity, o r
e nfo rceabili ty o f th e contrac t as a w ho le , o r of a ny sectio n, s u bsectio n, se nte nce, c la use, or attach ment not
so a dju dged .
16. Ass ignment.
The Contract o r s ha ll no t ass ig n a ny inte rest in thi s contract, a nd s ha ll no t tra nsfer a ny in terest in th e same
(whethe r by ass ig nm e n t or novatio n), w it ho ut prio r w ri tten consent of the City thereto. A ny such assignment
is express ly s ubj ect to a ll ri g hts a nd re med ies of t he C ity und e r t hi s agreem e nt, in c ludi ng t he ri g h t to c hange
or dele te activ it ies f ro m t he contract o r to te rmin a te th e same as p rovided here in , a nd no s uch ass ig nm e nt
s ha ll req ui re t he City t o g ive a ny notice to a ny s uc h ass ig nee of a ny actio ns w h ic h t he C ity may take un der
thi s agreeme nt, th o u g h City w ill a ttempt to so notify a ny s uc h ass ig nee.
17. Exi sting Data.
A ll in fo rm atio n, d ata a nd report s as a re e x istin g, ava il a bl e a nd necessary for t he carry in g o ut of the work,
s ha ll be f urnis hed to t he Con tracto r w itho u t c ha rge by t he C ity, and t he C ity shall cooperate w ith t he
Contract or in every reasonable way in carrying o ut t he scope of se rv ices. The Contractor s hal l not be liab le
f or th e accuracy of t he info rm atio n f urni s he d by t he C ity.
18 . C onfide ntiality.
A ny reports, da ta o r s imil a r informatio n g ive n to o r prepared o r assem b le d by the Con tracto r u nder t hi s
contract w hi c h t he C ity requests t o be kept as confidentia l s h a ll not be made avai lable to any in dividu a l o r
o rga ni za ti o n by t he Contractor w it ho ut pri o r w ri tte n ap prova l o f t he C ity.
4
19. lndemnitv.
To t he fulle st extent permitted by law, the Contracto r w ill de fend , ind e mn ify and ho ld harmless the C ity,
its e lected a nd appointed offic ia ls, e mployees, and agents from and again st a ny a nd a ll c laims, d a mages,
losses, and expenses including attorneys' fee s ari s in g out of o r resultin g from the pe rformance of t he work,
provided that any s uch claim, damage, loss or expense (I) is attrib utable to bodily injury, s ickness, di sea s e,
o r d eath, o r to injury to or des truction of tang ible prope rty (othe r th a n t he wo rk itse lf) inc lud ing the loss of
us e resultin g therefrom and (2) is caused in who le o r in part by any negli gent act or o mission o f contractor,
any s ubcontractor, anyone directly o r indirectly e mpl oyed by a ny ofthem o r anyone fo r w ho se acts any of
them may be li able, regardless of wheth e r o r not it is caus e d in part by a party ind e mnified hereunder.
S uc h obli gation s hall not be construed to negate, abridge, or otherwi se reduce any o th er r ight o r obli gation
of ind emnity which would otherw ise ex ist as to a ny party o r person desc ri bed in t hi s par agraph.
20. Insurance.
Contrac to r s h a ll prov id e, at its so le expense, a nd mainta in during the term of t hi s agreement commerci al
genera l li ab ili ty in s urance w it h a reputab le , qualified, and financiall y sound company li ce nsed t o do
bu s in ess in the State of Mi ssouri , and unless otherwise approved by the City, w ith a ratin g by Best of not
le ss than "A," that s ha ll protect the Contrac tor, the C ity, and the C ity's offic ia ls , officers, a nd employees
from c la im s w hi ch may a ri se from operat io ns under thi s ag ree ment, w hether s uch o pe rations are by t he
Contractor, it s officers, directors, employees a nd agents , o r a ny subcont ractors of Contractor. Thi s li ab il ity
in s urance s h a ll inc lude, but s hall not be limited to , protection against claim s a ri s in g fro m bod il y a nd
p e rson a l injury a nd damage to property, re s ulting from a ll Contractor o pe rations, pro ducts, services or use
of aut o mob il es, o r construction equ ipm ent at a limi t of $5 00,000 Each Occur rence, $3,000,000 Annu al
Aggregate; prov ided that nothing here in s ha ll be dee me d a waiver of t he C ity 's sovere ig n immu nity . An
e ndorseme nt s ha ll be provide d w hich states t hat t he C ity is named as an add iti o na l in s ured and s tating th a t
th e policy s hall not be cance ll e d o r mate riall y modifi ed so as to be o ut of complia nce w it h t he req uire ments
of t hi s sectio n , o r n ot renewed w ith out 30 days advance w ritte n noti ce of s uc h event be ing g ive n to th e C ity.
21. Documents
Re produc ibl e copies of trac in gs and maps prepared or obtained under the terms of this contract s ha ll be
de li ve red upo n reques t to and become th e pro pe rty of the C ity up o n term ination o r compl etio n of work.
Copi es of b asic s urvey notes and s ketches, c ha rts, computations a nd o th er data prepared o r obta ined under
th is contract s hall be made avai lable , up o n request, to th e C ity witho ut restrictio ns or limi tations o n th ei r
use. When s uch copies are requested, the C ity agrees to pay the Contractor it s costs of copy ing a nd
d e li verin g same .
22. Books and Record s.
T h e Cont ractor a nd a ll s ub contra ctors s ha ll mainta in a ll books , d ocum ents, pape rs , accounting record s a nd
other ev id e nce perta inin g to costs incurred in connection w ith this contract, a nd s ha ll make s uch mater ials
ava il a ble at their re s pective offices at a ll reasonable times durin g the cont ract and for a peri od of three (3)
years fo ll owin g comple ti o n of t he contract.
23. Nonsolicitation.
The Con tractor wan·a nts that they have not e mpl oyed or retaine d any c o mpa ny o r pe rs on , other than a bona
fid e employee workin g sole ly fo r the Contractor, to so li c it or secure thi s contract, and th a t they have not
paid o r agreed to pay a ny comp a ny o r pe rs o n, other than a bona fid e e mployee work in g so le ly fo r t he
Contract o r, a ny fee, com m ission, percentage, brokerage fee, g ifts, or a ny other cons ideration, contingent
up o n o r res ul t in g f rom the award or ma kin g o f th is contract. For bre ac h or v io lation of this warranty, the
C ity s ha ll h ave the right to ann ul thi s contract wi th o ut li a bility, or, in its di screti o n, to deduct fro m the
5
contrac t pri ce o r cons ide ra tio n, o r oth e rw ise recover t he f ull a mo un t o f s uc h fee, com mi ss io n, pe rcentage,
bro ke rage fee, g ifts , o r contingent fee .
24. Delays.
That th e Con tracto r s ha ll not be li a bl e f o r de lays resul t in g fro m causes beyond th e reasona ble contro l of the
Cont rac to r ; t hat th e Contrac t o r has ma de no warra n t ies, expressed or im pli ed , which a re not expressly set
f01th in this cont ract; a nd that und e r no c irc ums ta nces w ill the Co nt ractor be li a bl e fo r in d irect o r
consequ e nti a l d a mages.
25. Ame ndments.
T hi s contract ma y no t be m odifi ed , c ha nged o r a lt e red by a n y o ra l pro mi se o r st at e ment by whosoeve r
m ad e; no r s ha ll a ny modifi cati o n of it be binding upo n the C ity unti l such writte n modifi cati on s ha l l have
b een a pproved in w riting by a n a uth o ri zed offi cer o f the C ity. Con tractor ackn ow le d ges t hat th e City may
not be respo n s ibl e f o r pay in g fo r c ha nges or modifi catio n s th a t were not pro pe rl y a u t ho ri zed .
26. Governing Law.
T he cont ract s ha ll be governe d by the laws of th e S tate of Mi ssouri. T he cou rts of the S ta te of M issouri
s ha ll have juris di cti o n over a ny di s pu te w hi c h ari ses under thi s con t ract, a nd each of th e part ies shall s u b mit
an d he re by consents to s uc h courts exerc ise o f juris di ctio n . In a ny successful acti on by t he C ity t o enforce
thi s contract, t he C ity s ha ll be e ntitl e d t o recover it s atto rn ey's f ees a nd expen ses in c un·ed in s uc h actio n.
27. Notices.
A ll notices requi re d o r pe nni tted he re inun de r a nd re quired to be in w riting may be g iven by fi rst c lass ma il
ad dressed to th e fo ll owin g add resses. The d ate a nd de li ve ry of a ny notice s ha ll be t he date fa ll ing o n t he
seco nd full day afte r the d ay of its mailin g .
[Signatures to follo•v on next p age.]
f to the City:
City of Jefferson
Department of Law
320 East McCarty Street
.Jefferson City, Missouri, 65101
CITY OF JEFFERSON, MISSOURI
Mayor, Ron Fitzwater
Date:40 Ilzi, 23
ATTEST:
i
APPROVED AS TO FORM:
City Lorne
If to the Contractor:
Matrix Consulting Group
Richard P. Brady, President
1650 S. Amphlett Boulevard, Ste. 213
San Mateo, California 94402
MATRIX CONSULTING GROUP
n-
Title: President
Date: June 6, 2023
ATTEST:
Title: ey Ram s, Secretary
EXHIBIT A
Proposal to Conduct an Organizational and Staffing
Optimization Review
JEFFERSON CITY, MISSOURI
April 25, 2023
matrix
consulting group
matrix
consulting group
Leigh Ann Corrigan, Purchasing Agent
Office of the Purchasing Agent
City of Jefferson
320 E McCarty St
Jefferson City, MO 65101
Dear Ms. Corrigan:
Apr il 2 5, 2023
The Matrix Consulting Group is pleased to present our proposal to conduct an
Organizational Review and Staffing Optimization Review for the City of Jefferson City.
Our proposal is based on our review of the City's request for proposal and the issued
addendum, our research on the City's operations, and our extensive experience
conducting similar studies in Missouri and across the country.
We understand that the City is seeking a comprehensive assessment of service levels,
including staffing implications and operational efficiencies, for the organization. A key
component of this study is evaluating the service levels provided and aligning these for a
sustainable future state that takes into consideration community input and service levels
of comparable communities.
We have proposed a highly experienced project team including members who have
previously served in local government in executive management positions as well as
career consultants with experience performing hundreds of similar studies. Our key
qualifications are:
Our exclusive market and service focus is on assisting local governments with
staffing and operational assessments. Our project team consists of highly
experienced subject matter experts. Our proposed project manager has prior local
government experience in addition to his extensive consulting experience. Our
proposed project team members are all staff with the fi rm, there are no
subcontractors.
Since being founded in 2002, our project team has conducted over 1 00
organization-wide studies. Representative clients are provided in the following
table:
1650 S . Am p h le tt Blvd., Suite 2 13 • San Mateo , CA 944 02 • 6 50.8 58.0507
S F B ay Area (Head quar te r s), Charl o tt e , Dallas , Fo rt Myers, I rv ine , Po rtla nd , St. Loui s
Albuquerque, New Mexico Half Moon Bay, California Rancho M irage, California
Avon, Connecticut Johnson County, Kansas Rancho Palos Verdes, CA
Barstow, California Monroe County, Michigan Raymore, Missouri
Brattleboro, Vermont Monrovia, California Roseville, California
Carroll County, NH Montgomery County, Maryland Salt Lake County, Utah
DeKalb County, Georgia Montpelier, Vermont Schertz, Texa s
Deltona, Florida Orland Park, Illinois St. Cloud, Florida
Franklin Township, NJ Orleans, Massachusetts Sunnyvale, Ca lifornia
Grand County, Utah Orting, Washington Takoma Pa r k, Maryland
Greenbelt, Maryland Palos Verdes Estates, CA Tigard, Oregon
Groton, Massachusetts Peoria County, Illinois Tinley Pa rk, Illinois
Gu lf Shores, Alabama Portage, Michigan West Milford, New Jersey
We are currently completing an organization-w id e benchmarking and service level
study for Joplin, Missouri.
In addition, we have completed over 1,500 departmental st udies covering every
area of local government operations.
We have fu lly reviewed the issued RFP and the addendum and agree to al l conditions,
requirements, and terms outlined .
I am the firm's president, authorized to negotiate on the firm's behalf and bind it
contractually. I can be reached at the address and phone number listed below, or via email
at rbrady@matrixcg.net.
Richard Brady, President
Matrix Consulting Group
Proposal to Conduct an Organizational and Staffing Optimization Rev1ew Jefferson City. MO
1 1 Executive Summary
The Matrix Consulting Group is highly qualified to provide the requested services as
outlined in the City's RFP. Our key qualifications include :
Our exclusive market and service focus is on assisting local governments with
staffing and operational assessments.
Our project team consists of highly experienced subject matter experts who are
specialists in their assigned areas with most of our senior staff having prior local
government executive exper ience. They have worked together on dozens of
comparable studies .
Our proposed project manager has previously served for over a decade in local
government in Illinois including as Assistant City Manager. The majority of his
tenure in local government was as an Assistant Human Resources Director and
Labor Relations Manager.
Since being founded in 2002, our firm has co nducted over 1 00 organization-wide
studies of similar scope to this study and over 1,500 department specific
operational and staffing reviews covering all facets of local government. On
average, we work with over 100 municipal clients a year .
A key differentiator of our firm from others in the industry is the use of full-time subject
matter experts in providing services. Our consultants are not only highly experienced
and skilled consultants but are recognized as leaders in their industry. We limit the use
of subcontractors and part-time staff to provide the highest quality consultants to our
clients .
We ha ve developed a comprehensive approach to provide a detailed, fact-based, and
forward-looking project approach for this Organizational and Staffing Optimization
Review . Our approach includes the following key tasks and deliverables:
Task
Current State Assessment
Employee Input
Matrix Consu lting Group
Deliverable
Summary of existing organizational structure, staff allocations,
service leve ls and approac hes , and operational practices .
Summary of employee survey findings identifying, from the
emp lo yee's perspective, the current strengths and
improvement opportunities in the organization. From this
input, we will develop an issues li sti ng covering service
delivery, staffing lev els , retention and succession planning and
other issu es noted from the survey .
Proposa l to Conduc t an Organ izationa l and Staffing Optimizatio n Review Jefferson City, MO
Task
Compa r isons I Best Practices
Council I Public Input
Deliverable
Interim report documenting how the City compares to both
peer institutions and industry best practices rega r ding
organizational structure, staffing allocations, and se rvices .
Public meeting allowing input f rom Council and the public
regarding all aspects of service deli very, staffing and
operational practices.
-----
Orga niza tiona l, Operational an d
Staffing Ana lys is
Report I I mp lementation Pl an
Preliminary recommendations on staffing allocat io ns,
organizational structure modifications and/or operational
changes necessary to increase effi ciency and effectiveness of
operations in each service area. Spe c if ic reco m mendations
will be developed for each department on efficiency and
effectiveness improvements and identification o f existing
operational strengths.
Draft and Final Repot, and Impl ementation Plan with
timeframes and cost impacts (increases or decreases)
compared to current approaches.
The development of several interim deliverables is another factor in our success. The
multiple reviews of these documents throughout the study ensures we develop a strong
working relationship with our client, and keeps the City informed of our findings as w e
move through the study and provides several opportun ities for input prior to the
development of the draft report resulting in no surprises when the recommendations are
reviewed.
We are proposing to conduct this engagement over a six-month timeframe as detailed in
the following project schedule showing the estimated timeframe for each task:
Month
Task 2 3 4 5 6
1 . Current State Assessment
2. Employee Survey
3. Council I Community Input Meeting
4. Best Practices/Com ive
6. Final Report
Our proposed project budget is $145,000 inclusive of all profession al time and travel
expense s.
Matrix Co nsulting Gro up 2
Proposal to Conduct an Organizational and Staffing Optimization Review Jefferson City, MO
I 3 Understanding of Project
The Matrix Consulting Group understands that the City of Jefferson City is seeking
assistance with the performance of a comprehensive and in-depth assessment of
municipal operations to evaluate the efficiency, effectiveness, and productivity to current
service provision. The goals of the effort are to enhance the City's ability to provide
services based upon not only current needs but projected future needs to ensure it has
the correct organizational structure and staffing allocations.
The City of Jefferson City is a full-service municipality with approximately 430 full-time
employees and between 275 and 325 part-time employees. The annual budget for the
City is approximately $78.8 million.
The study scope, includes but is not limited to, an evaluation of the following areas:
Organizational structure,
Assessing risk and sufficiency of current staffing allocations and the development
of optimal staffing levels based upon existing and future workloads,
Evaluating operations against industry best practices in each service area,
Evaluation of opportunities to increase efficient service delivery,
Developing operations, staffing and technology recommendations based upon the
ability to support organizational priorities, projects and departmental workload.
Recommendations developed will focus on ensuring that the City has the appropriate
staffing and organizational structure in place to be effective in meeting the identified
priorities and services. Additionally, they will focus on ensuring the City can effectively
attract, support and retain a highly qualified workforce whil e controlling per sonnel costs.
Matrix Consu lting Group 1 3
Proposal to Conduct an Organizational and Staffing Optimization Review Jefferson City, MO
I 4 Method of Performance
This section of our proposal outlines our approach to providing services and a detailed
task plan that outlines the services to be provided.
4.1 Approach to Providing Services
Our approach to providing the requested services includes close cooperation with ou r
client including extensive interviewing, evaluation of City documents (budgets,
organizational charts, work processes), data collection; and evaluation of policies,
procedures, and technology utilization to fully understand t he cu r rent ser vice del iv ery
approaches, challenges, and opportunities. We work closely w ith our clients to meet all
schedule and scope of work elements for our projects.
Our place in the government consulting industry is based on our experience and our
approach. While more fully explained in later sections of the proposal these strengths can
be summarized as follows:
We have conducted over 100 organization-wide studies fo r local government. In
addition, the firm has conducted over 1,500 studies of other governmental service
areas. These studies have spanned the entire country assisting clients address
organizational and operational challenges and position thei r organization for
future success.
We are specialists, not generalists. Each staff member of our proposed team has
experience conducting dozens of studies related specifically to functions under
assessment. Additionally, our team includes members who have previously served
as local government executives in a variety of disciplines.
Our detailed approach to providing consulting ser vices is client centered,
recognizing that each client environment is unique.
Our firm 's reputation is based on providing detailed analys i s through extensi ve data
collection, input, and interaction with our clients. The cornerstone of ou r philosophy in
conducting organization and management studies is summarized in the following points:
A principal of the firm is always involved on each project. For this project we
would commit a Vice President of the firm as Project Manager and several of our
Senior Managers as leads over each major functional area. A project of this
prominence deserves the attention of the top key executives of our firm.
Matrix Cons ulting Group 14
Proposal to Conduct an Orgamza\ional and Staffing Opt1m1zation Review Jefferson City. MO
We approach our projects with a firm grounding in formal analytical
methodologies . All impacts are identified and analyzed in detail to ensure that
recommendat ions are implemented and our clients (and the public they serve) can
understand the reasons for recommended chan ges. This is achieved by :
Use of proven project management techniques .
Input from staff through interviews and surveys; extensive input from other
stakeholders (e .g ., elected officials, community representatives).
Deta i led data collection and analysis derived from primary sources .
Exte nsive internal reviews of facts, findings, conclusions, and
recommendations as studies procee d .
Detailed implementation plans.
This approach has provided our clients with valuable assistance and advice in dealing
with important public policy issues .
4.2 Project Management and Controls
We believe very strongly in the science of our craft. As a result, we utilize formal project
management techniques in our studies. These techniques include:
All project work activities are defined in advance and tied to each project team
member, deliverables, the schedule and the budget.
The project manager and lead analysts develop general and project specific data
collection plans and interview guides for all our staff.
Project team and client expectations and results are managed on a weekly basis
by developing and utilizing formal project schedules and reporting tools .
At project initiation, we will establish a series of progress meetings with the City
Manager, key stakeholders and the employee work group to review in terim
deliverables and finding s as they are developed . This approach to c ollaboration
throughout the engagement will ensure no surprises and provide multiple
opportunities for input as the study progresses.
The project manager designs and personally reviews all interim and final products
before they are delivered to the client.
These project management approaches have resulted in all our projects being delivered
at a high level of quality, on time and on budget. We are known for the depth and insight
of our analysis and our client responsiveness.
Matrix Consu lting Group 15
Proposal to Conduc t an Organiz ationa l and Staffing Optimization Review J effe rs on City, MO
4.3 Proposed Task Plan
In the following task plan, we provide a summary of the proposed approach to providing
services to the City of Jefferson City on this engagement. Following the description of
each task is a defined deliverable for the task.
Task 1 Develop a Current State Assessment
To fully provide services to the City, we need to quickly de velop an understanding of the
key issues impacting and shaping service requirements for the community and the
current organizational structures, staffing allocations, and service delivery approaches
currently in place. To accomplish this, the project team wi ll interview the City
Administrator, elected officials, department heads, division managers and selected l ine
staff to understand the overall operations of the City and indi v idual departments. This
effort will include focus on both internal and external focused se rvice departments.
We will accomplish the following illustrative steps:
Meet with the City Manager and project steering committee to discuss project, initiation, and
define specific project tasks and approaches.
Develop an understanding of the scope of th e programs and services for each departmental
function and identify for each program I service w hether it is interna l or ext ernal focused .
Conduct intervie ws w ithin each department to understand the existing plans of organization
as well as key organizational iss ue s. This w ill include a r ev iew of existing policies and MOUs
impacting t heir operations.
Review available information, including mission statements, budgets, workload data, union
contra ct s, job descriptions, work rules, personnel rul es, and other documents that provide
insight into each department's serv ice delivery approaches, regulatory constraints, and
operational practices.
Develop und erstanding of the staffing and responsibilities for staff in each function .
Document trends in staffing and id ent ify gaps, if any, in key service areas I skill s.
Document hi storical and current workloads, costs, and service l evels for each functional area
and the key pe rformance indicators for each department I function.
De ve lop an understa nding of th e major management systems to pla n and schedule, monitor
and ad just approaches to providing se rv ices .
Document the major softwa re and tec hnology employed throughout the City and develop an
understanding of the current leve l s of utilization.
M at rix Cons ulting Grou p 16
Proposal to Conduct an Organizational and Staffing Optimiza t io n Review J ef ferson City, MO
Review pri or stu dies, if any, to understand prior ana lytical efforts and identify gaps in level of
se rvice, benchmarking, and operationa l practices from the ana lysis in these reports .
We will develop a current state assessment of the Cit y of J efferson City based upon these
efforts and re vie w with the City to ensure our baseline understanding of the existing
orga nizat ion .
TASK RESULT
Current state assessment of operational, organizational and staffing allocations for
the City 's Departments and overall organization.
Task2 Conduct a Survey of Employees
It is c rit ica l for the project team t o deve lop strong input re garding current operational and
organizationa l iss ue s from st aff. The use of an empl oyee survey wou ld provide all
employees w ithin the organization, beyond th ose individually interviewed, the opportunity
to prov ide con fidential input into this engagement. We wi ll include a section in this survey
to enable internal users of City se rvi ces the ability to share input regarding the s ufficiency
and quality of the se rvi ces provid ed in each department and so li cit input on operational
c hang es th at would improve efficiency or effectivene ss .
This survey wi ll also enable th e project t eam to develop an unders t and ing of the cu rren t
organizational c ulture, le ve l of interaction betwee n departments, workp lace attitu de s,
pot en tial staffing m od ification s, and chan ges in technology, too ls or processes that
would in crease the efficiency and effectiveness of staff work efforts . The survey wi ll also
specifically req uest input from staff regardi ng the factors, interna l or external, that are
impacting service delivery in meeting th e Cit y's goals and objectives .
The survey wou ld be conduct ed el ectronica ll y t hrou gh t he use of SurveyMonkey and
would be designed to ensure anonymity of all responden t s .
TASK RESU LT
The product of this task would be a summary of the employee survey results.
Task3 Facilitat e a Council Meeting with Public Input.
In additio n to st aff i nput, it is c ritical for the project team to devel op strong input regarding
current ope rational and o rgan izationa l issue s from the City Coun cil and the public . We
wou ld fac ili tate a public Cou nc il Meeting designed to so li cit this input so that any Council
M atrix Cons ulting Group 1 7
Proposal to Conduct an Organizational and Staff1ng Optimization Review Jefferson City, MO
member or resid ent concerns or issues are communicated to t he project team early in
the stud y so that they can be evaluated during the analytical phases of this engagement.
This public meeting wo uld be designed to provide a facilitated discussion to ensure
coverage of all majo r service areas so th at specific concerns or issues related to ove rall
operations and individual service areas can be shared . We wi ll work with s t aff to d eve lop
a s pecific agenda for the meeting and recommend that each fun ct ional area be
introduced with a summary of se rvi ces and serv ice le ve ls curre nt ly pro vided to establish
co ntex t for the discussion. We wi ll de ve lop this overview of each functional area base d
on our wo rk in Ta s k 1 .
Fo llo w ing th e completion of the publi c meeti ng, the proj ect team will de velop a summary
documen t o utlining the key issues raised by fun ctional area.
TASK RESULT
The product of this task would be a summary of the community survey and focus
group results.
Task4 Conduct a "Best Management Practices" and Comparative
Assessment of Organization, Staffing and Management .
In this ta sk, our project tea m will uti li ze "best management pra ctices" and a comparative
survey t o evaluate staffi ng, prod u ctiv it y, pro cesses, use of technology, management
planning , as well as many other dimensions of o rg ani zationa l performance for the
functions under review. We wi ll compare the organ izationa l st ructure and staffing
allocation s, for eac h department, aga in st t hose o f five to six comparab le municipal
j urisd ictions. The spec ific co mmuniti es utilized in the comparison w ill be agreed upon
after review and input from th e City.
To accomplish this, we would und ertake the following activ ities:
Best Practices Assessment -The project team wou ld deve lop a detai led l ist of "best
management practices" for use in a diagnostic appraisal of organizational stru cture, s taffing and
se rvice delivery for each department. Thi s diagnost ic appra isal would additionally utilize
r eco gnized i ndu stry staffi ng be nchma rks to assess current staffing allocations based upo n
serv ice leve ls, operational practices and staffing leve ls appropriate for the communi t y. Th is effort
w ill establish the in iti a l ben c hmarks, serv ice a nd staffing, based upon national stand ard s. Thes e
w ill be used in t he next effort, the comparative survey, to be nchmark the City of Jefferson City
against other pee r entities.
Matrix Consu lting Group 18
Proposal to Conduct an Organizational and Sta ffing Optimization Review Jefferson City, MO
Comparative Survey -Additionally, we would compare organizational structure, staffing levels,
and services provided with comparable communities. The comparative survey would provide
insight regarding how the City compares to other comparable organizations in Missouri and the
Midwest and identify areas for further inquiry for potential modification of ser vice levels,
organizational structure or operational practices to enhance efficiency, effectiveness or
competitiveness of service delivery and staffing utilization. This comparative research effort, in
conjunction with the best practices assessment above, w ill provide a comprehensive analysis of
the current benchmarks and the gap between existing lev els and the recomm en ded benchmark.
As part of the compara tive survey, we will benchmark the city on major ope ra tio nal approaches,
and include a compa ri son on turnover, succession planning, staff deve lopment and benefits.
Th e results of this task wi ll provide a strong understanding of curre nt strengths of the
organization and of potential improvement opportunities for further evaluation as well as
an understanding of how the City of Jefferson City compares to peer communities. The
specific recommendations for the City of Jefferson City in staffing and service levels will
be developed in the next task based upon further analysis and incorporating our
assessment of internal practices and technology utilization.
TAS K RESULT
Comparison of the City's organizational structure, staffing, benefits and service
delivery to industry practices and comparable municipal entities.
TaskS Organizational, Operational and Staffing Assessment
In this important work task, opportunities for improving the organizationa l structure,
management, operation s and staffing will be analy zed. This task will inclu de such
approaches and methodologies as the following :
Evaluate the organizational structure in each department and the City. We will evaluate
organizational structure in terms of gaps or overlaps in function, spans of control and
appropriate orga nizational locati on.
• Is the organization structure too "t iered " or too "flat" from the management staffing
perspective?
• Are functions placed too high or too low in regard to thei r im po rtan ce in meeting operating
and se rv ice object ives?
• Are serv ices I functions approp ri ately lo cated in the organization?
• Are there any overlapping or dupli c ated functions?
Matrix Consu lting Group 19
Proposal to Conduc t an Organizational and Staffing Optimization Review Jeffe rson City. MO
Evaluation of the adequacy of major work practices and scheduling. The analysis will focus
on identification of opportunities to streamline work practices to increase utili zation levels
and/or reduce staffing requirements and alternatives available through alternative scheduling
practices. Through the analysis of major work practices, the consulting team will determine:
The frequency of various work tasks now performed is unnecessary or can be reduced.
Skill mix for positions can be improved.
Opportunities to implement alternative schedules to utilize staff resources more
effectively.
Effectiveness of the use of technology to simplify work acti v ities and deliver services.
Modifications to MOUs that, if implemented, would improve service del ivery or efficiency
of service provision .
Evaluate appropriateness of outsourced services, if any, to determine if they are being
provided in the most cost-effective manner.
Develop future service level and staffing recommendations. This analytical effort will
develop a staffing allocation for each department of the City based upon current and
projected service levels, workload, and recommended processes. Staffing metrics will be
provided for use in evaluating future staffing modifications based on "t rigger points", service
requirements or workload increases. In all cases, staffing recommendations will be aligned
with specific levels of service so that policy decisions can be made on service levels and
understand the staffing required to successfully implement. This approach will enable policy
determinations based upon current approaches, the recommended level of service or a level
in-between if they differ.
Analyze the effectiveness of managing performance in the City. Departmental operations
require effective management to ensure that staff are appropri ately scheduled, deployed,
utilized and held accountable for performance. The project team w ill evaluate this in terms of
the following :
How do managers plan, schedule and control the work to be done in each of the City's
organizational units?
Do managers have accurate and timely measures of the perf ormance of each unit?
How are goals, objectives and service level targets developed?
How is 'customer service' defined, promoted and supported ?
• What are the key internal and external factors impacting the City's ab ility t o provide
efficient and effective services?
• What efforts or practices need to be implemented to reduce the City's turnover rate,
increase retention and reduce the time to fill positions?
How is succession planning and continuation of institutional knowledge being managed?
Matrix Consu lting Gro up 20
Proposal to Conduct an Organizational and Staff1ng Optlnllzation Review Jefferson City. MO
Evaluate technology. Th e proje ct team will ev aluate technology utilization to identify whether
ap propriate technology is i n place to support service delivery and whether existing technology
is being effective and fully utilized to m inimize effort and support the effective use of staff
resources.
During this task, the project team will also analyze those issued identified from the
employee and comparative survey to determine if other operational changes should be
implemented in the City to in crease efficiency or effective ness of serv ice provision and
staff utilization .
The pr eliminary recommendation s developed w ill be presented f or review w ith the City
prior t o finalization . Th is wou ld one opportun ity to hold a fo rmal progress meeting and
briefing session w ith key stake hold ers and the employee wo rk group regarding the
preliminary re co mmendations for in put prior to deve lopment of the final report.
TASK RESULT
The result of this task would be a detailed analysis of the organizational,
management and operational choices in service delivery, service levels and the
staffing needs in each department.
Task 6 I Prepare a Final Report and Provide an Implementation Plan.
Upon the conclusion of th e assessment , we wi ll prepare a detailed report w hich
sum marizes the resu lts of each of the previous wo rk t asks described above. This report
would includ e: a description of the study methodology, deta il ed eva lu ation of service
leve ls for each department and recommended organ izational structure, spans of contro l
and staffing, opera ti o na l improvements, and id entificat ion of opportunities to enhance
service de li very through more effecti ve techno logy utilization.
For all re co mmendations, we will provide a suggeste d timeframe for imp lementati on and
es timat ed cost s to impl emen t or costs sav ing s to be achieved from imp l eme ntation. The
implementation plan provided in the executiv e su mmary can be utilized to eva luate the
orga nizati o n's progress towards impl ementation and a framework for ma inta ining t he
benchmarks, le vel of service and st affi ng req uirement s in the future .
The analysis wou ld be reviewed in draft form w ith the interna l review team. Once this
review is comp l et ed, the project team wil l rev iew all com ments receiv ed, edit and finalize
the report and present the final report to t he City l eade rship team, and City Council.
Matrix Cons ul ting Group 2 1
Proposal to Conduct an Organizational and Staffing Optimization Review Jefferson City, MO
TAS K RES ULT
The result of this task would be the draft and final report and implementation plan
together with all of the technical documents developed during the study process.
4.4 Timeline
Based on the task plan presented in the previous section, we propose to conduct this
engagement over a six-month schedule as outlined below. While we have fle xib i lity to
conduct over a shorter or longer time period, if needed by the City, we believe this is the
most effective schedule for this engagement. It provides sufficient time to review interim
deliverables as they are developed for each task and concludes the study with suffici ent
time for the City to consider the recommended changes prior to the development of the
budget i n Spring of 2024.
M onth
T ask 2 3 4 5 6
1 . Current State Assessment
2. Employee Survey
3. Council/ Community Input Meeting
4. Best Practices/Comparative
5. Operational and Staffing Ana lysis
6. Final Rep o rt
We are available to begin work within two (2) weeks of a notice t o proceed.
Matrix Consu lting Group 22
Proposal to Conduc t an Organizational and Staffing OptlfliiZation Review Jefferson City. MO
I 5 References
The following page contains a completed Atta chme nt A, which includes information
about three si milar projects from the last three years. We wou ld be happy to provide
additional references upon request.
Matrix Consu lting Group 23
ATTACHMENT A-REFERENCES
Please provide three (3) references for contracts of similar scope and s ize w ithin the past three (3) years. These
c u stomers may be contacted by t he City. Responses wi ll be consid ered by the City during the pro posal evaluation
process.
l. Name: City ofGu lfS h ores, Alabama
Address: 1905 W. 1st Street
C ity, State, Z ip : Gulf Shores, AL 36547
Teleph one /Email: 251.968.3715; ccolvin@ g ul fs horesal.gov
Contact Person: C lint Co lv in , Proj . Manager Duration of Contract: _2_0_1_9 ___ _
Description of Services: Staffing and Operational Ana lysis and Projections
2. Name: C ity of Portage, M ic hi gan
Address: 7900 S . Westnedae Ave.
C ity, State, Z ip: Portage, MI 49902
Te lephone /Email : 847 .588 .80 I 0; manager@vniles.com
Contact Person: Jo e LaMargo* Duration of Contract: _20_2_0 ___ _
Description of Serv ices: Organ ization a l Assess ment
*Former C ity Manager in Portage, MI. Current N il es, IL Manager.
3. Name: C ity ofTakoma Park, Maryland
Address: 7500 Maple Ave.
City, State, Z ip : Takoma Park, MD 209 12
Telephone /Email: 30 1.891 . 7229; jamal.fox@ takomaparkmd .gov
Contact Person: Jamal Fox, City Manager Durat io n of Contract: ....!2~0~2:...!.1 ___ _
Descript io n of Services: Organ izatio nal Assessment
Proposal to Conduct an Organizational and Staffing Optimization Review Jefferson City, MO
I 6 Cost Proposal
We are proposing to conduct this engageme nt f o r a fixed not-to-exceed p rice of
$145,000. The following table shows for each tas k the es timated hours required at each
cla ss ification.
Task Project Sen ior Analyst Consultant Total Manager Analyst
1. Current State Assessment 8 48 56 56 168
2. Employee Survey 8 8 0 32 48
3 . Co un c il I Community Input Meeting 12 16 0 16 44
4 . Best Practices/Comparative 16 56 64 40 176
5. Operational and Staffi ng Analysis 16 64 72 40 192
6. Fina l Report 16 48 48 32 144
Total Hours 76 240 240 216 772
Hourly Rate $300 $200 $175 $125
Tota l Profess iona l Fees $22,800 $48,0 00 $42,000 $27,000 $139,800
Travel Expenses $5,200
Total Project Cost --$145,000
We bill monthly for actual time and expenses in c urred in providi ng services.
Matrix Consu lting Group 25