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HomeMy WebLinkAbout22- City Administrator CITY OF SAN BERN IDINO REQUEST Fk 1 COUNCIL ACTION From: Fred Wilson Subject: Authorize agreement with Ralph Assistant City Administrator Anderson & Assoc. to perform Dept: police department management audit September 12 , 1994 Date: Synopsis of Previous Council action: I Recommended motion: Adopt resolution. Signature Contact person: Phone: Supporting data attached: yes Ward: FUNDING REQUIREMENTS: Amount: 53 ,900 Source: (Acct. No.) 108-000-30405 (Acct. Description) asset forfeiture, fund Finance: Council Notes: 7S-n262 A---A- 1+-- K1- /1P� CITY OF SAN BERN, ZDINO - REQUEST F(:R COUNCIL ACTION STAFF REPORT In July 1994, as part of the discussion at the City-wide Street Lighting/Street Sweeping Assessment District meeting, the issue of a management audit of the Police Department was discussed. The City Administrator was requested to prepare a Request for Proposals (RFP) document and submit it to qualified firms to perform the audit. The RFP was prepared in late July and sent to 20 firms with experience in performing management audits of police departments. A total of six firms responded to the RFP. The proposals were reviewed by a committee consisting of the Mayor, City « , �Adm�nistratox„,,,Assistant2City Administrator and Police Chief. Of F thy- si^kc”"fi�rm�s lwh ch sixbmi�tted pro`�os&ls;, three; fiims were, selected i y to make a presentation to-the Committee. The three firms were: 1. Ralph Anderson and Associates. 2. Towers Perrin 3 . Harvey Rose Corporation As a result of the selection process, the Committee unanimously agreed that the firm of Ralph Anderson and Associates was best qualified to undertake this audit. The Committee recommendation was based on a combination of factors including: a. the professional skills and credentials of the consultant staff to be assigned to the project. b. the approach to performing the audit. C. the proposed fee. d. related experien6e' ind 7, references. e. level of understanding of the desired work scope of the project The proposed work plan developed by the. consultant is provided in Attachment A. The intent of this work plan is to provide an overview of the approach which will used for the successful completion of the management audit. The cost for the audit is $53,900 and the funding source will be the Asset Forfeiture Fund. With respect to timing, the audit should be completed within 100 days of award of contract which should be by the beginning of the calendar year. 75-0264 1 RESOLUTION NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN THE CITY OF SAN BERNARDINO 3 AND RALPH ANDERSON is ASSOCIATES, INC. FOR SERVICES RELATING TO THE PERFORMANCE OF A MANAGEMENT AUDIT OF THE POLICE DEPARTMENT. 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF 5 SAN BERNARDINO AS FOLLOWS: 6 SECTION 1. The Mayor is hereby authorized and directed to 7 execute on behalf of the City an agreement by and between the City 8 of San Bernardino and Ralph Anderson and Associates, Inc. , fc - 9 services relating to the performance of a management audit of the 10 Police Department. 11 SECTION 2 . The authorization to execute the above-referenced 12 agreement is rescinded if the parties to the agreement fail to 13 execute it within sixty (60) days of the passage of this 14 resolution. 15 I HEREBY CERTIFY that the foregoing resolution was duly i 16 adopted by the Mayor and Common Council of the City of San 17 Bernardino at a meeting thereof, held on the i i8 day of 1994 , by the following vote, to wit: 19 Councilmembers AYES NAYS ABSTAIN ABSENT 20 NEGRETE 21 CURLIN 22 HERNANDEZ 23 OBERHELMAN 24 DEVLIN 25 POPE-LUDLAM 26 MILLER 27 28 e,±,SULU`iUN AUTHORIZING AGREEMENT WITH RALPH ANDERSON & ASSOCIATES 1 2 City Clerk 3 The foregoing resolution is hereby approved this day of 1994 . 4 5 Tom Minor, Mayor City of San Bernardino 6 Approved as to form 7 and legal content: 8 JAMES F. PENMAN City Attorney 9 By: 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 -2- n � `9 :G 1_e - R a I p h A n d e r s e n c & A s s o c i a t e s -- w W nI PROFESSIONAL SERVICES AGREEMENT This Agreement is made by and between the City of San Bernardino ("the City"), and Ralph Andersen & Associates ("the Consultant"). 1. Project Engagement. The City agrees to engage the Consultant to perform those services described below, for completion of the project described as follows: Police Department Management Audit (the "Project"). 2. Sees. The Consultant agrees to perform certain services necessary for completion of the Project, which services shall include, without limitation, the following: A complete description of the services to be provided are contained in a proposal from the Consultant to the City,dated August 10, 1994,and the work scope in the Request for Proposals document which is incorporated herein by reference. i 3. Relationshig. The Consultant is an independent contractor and is not to be considered an agent or employee of the City. i 4. Compensation. As full compensation for the Consultant's professional services performed hereunder, the City shall pay the Consultant the fixed amount of $47,800 (Forty Seven Thousand Eight Hundred Dollars) ("professional services fee"). 5. Expense Reimbursement. The Consultant shall be entitled for the reimbursement of expenses from the City for such expenses as travel,printing and binding, postage and delivery, and clerical and long-distance telephone charges not-to-exceed $6,100 (Six Thousand One Hundred Dollars). The Consultant shall provide the City with a listing of expenses by category of expense as a part of monthly billings. 6. Compensation for Additional Services. In the event the City requires services in addition to those described in Paragraph 2, the Consultant shall be compensated at the Consultant's standard hourly rates for professional services, plus reimbursement of expenses. S a c r a m e n t o D a I I a s N e w p o r t B e a c h Professional Sendces Agreement Police Deportment Management Audit Page 2 7. Method of Payment. Progress payment of the Consultant's professional services fee and expenses shall be made on a monthly basis by the City upon receipt of billings from the Consultant. 8. J=. The term of this agreement shall commence on September 20, 1994, at which time the Consultant shall begin work on the Project and shall continue, subject to the termination provisions of Paragraph 9,until the date that the Consultant completes the Project. The time of completion of the Project is estimated to be 16 (Sixteen) weeks. { i 9. Termination. This agreement may be terminated: (a)by either party at any time for failure of the other parry to comply with the terms and conditions of this Agreement; (b) by either party upon 10 days prior written notice to the other party; or (c) upon mutual written agreement of both parties. In the event of termination,the Consultant shall stop work immediately and shall be entitled to compensation for professional service fees and for expense reimbursement to the date of termination. 10. Insurance The Consultant shall maintain in force during the term of the agreement, Comprehensive General Liability Insurance with the Extended Liability Endorsement, including Personal Injury; Commercial Umbrella Liability; Automobile Liability Insurance, including Non-Owned and Hired Liability; and Workers' Compensation and Employers' Liability Insurance. Such insurance shall be in amounts reasonably satisfactory to the City. 11. Hold Harmless. The Consultant shall be responsible for its acts of negligence, and the City shall be responsible for its acts of negligence. The Consultant agrees to indemnify and hold the City harmless from any and all claims, demands, actions and causes of action to the extent caused by the negligent acts of the Consultant, its officers, agents and employees, by reason of the performance of this agreement. This indemnity shall not be construed to require indemnification of others. + 12. Miscellaneous. a. The entire agreement between the parties with respect to the subject matter hereunder is contained in this agreement. b. Neither this agreement nor any rights or obligations hereunder shall be assigned or delegated by the Consultant without the prior written consent of the City. Professional Services Ageement Police Department Management Audit Page 3 C. This agreement shall be modified only by a written agreement duly executed by the City and the Consultant. d. Should any of the provisions hereunder be found to be invalid, void or voidable by a court, the remaining provisions shall remain in full force and effect. e. This agreement shall be governed by and construed in accordance with the laws of the State of California. f. All notices required or permitted under this agreement shall be deemed to have been given if and when deposited in the United States mail, properly stamped and addressed to the party for whom intended at such party's address listed below,or when delivered personally to such party. A party may change its address for notice hereunder by giving written notice to the other party. CITY OF SAN BERNARDINO, a Municipal Corporation of State of ATTEST: California Rachel Clark Tom Minor, Mayor City Clerk City of San Bernardino F Ralph Andersen & Associates Approved as to form and legal content: James F. Penman City Attorney 1 ATTACHMENT A rJ WORK PLAN This work plan provides the consultants and the City with a"road map for the successful completion of the management audit. The m work plan description is a series of tasks and sub-tasks which are generally in sequential order although it should be noted that some tasks will be conducted concurrently, Also,specific tasks for routine status reporting (verbal and written)have not been included in this work plan. Task 1 — Initial Consultation Immediately after receiving notification of being selected to conduct the management audit,Ralph Andersen&Associates will schedule a meeting with the City Administrator and the City's Project Manager or Project Steering Committee if one is designated. The purpose of this initial consultation is to Provide an early opportunity to discuss the work plan, audit objectives, timing and other issues and, to make any changes or modifications as appropriate. The consultants will also use this initial consultation to review a schedule for the audit 1 initiation activities. Task 2 — Audit Initiation Several specific activities will be conducted to initiate the management audit and each is described briefly below. Task 2.1—Meet With The f The consultants will meet with the Chief of Police and the available members of the Department's command ME The purpose of the meeting is to brief the staff on the management audit including a review of the audit objectives, timing, and work plan. The meeting will provide an opportunity for staff to ask questions of the consultants and to review audit coordinating issues. Wort Plan Task 21 — Conduct Briefing Sessions The consultants will conduct up to 12 briefing sessions for Department employees. The briefing sessions will be scheduled over a two or three day period and at various times of the day to ensure that as many employees as possible have an opportunity to attend. The purpose of the briefing session is to review the audit objectives, timing and work plan and to provide an opportunity for employees to ask questions. In addition to review of the audit process, the briefing sessions will be used to distribute operational question- naires (to be completed by managers and supervisors) and organization climate assessment forms (to be completed by all employees). The organization climate assessment is a confidential survey of attitudes and opinions about various aspects of the Department. The survey form will be explained at the briefings and all employees provided with an envelope so that they may ! complete and return the survey directly to Ralph , Andersen&Associates for analysis. The results of the organization climate assessment will be reported in a manner that preserves individual confidentiality. j Task 23 — Data Collection Checklist Immediate upon receiving notification of selection, Ralph Andersen & Associates will prepare a data collection checklist. The checklist will be provided to the Department in advance of the meetings and briefings described above so that ample time is avail- able for assembling the documents. The data required R will include the following types of information: ■ Budgets for the past five years 1 ■ Annual reports for the past five years • Organization charts by division ■ Current work schedules and staff assignments ■ General orders and policy manuals ■ Class specifications t • Workload data 1 ■ Monthly or quarterly management reports ■ Mission, goal and objective statements ■ Community-oriented policing plans ■ Equipment listing • Copies of relevant special reports m MOUs with employee groups. Work Plan t. All of the materials and documents collected will be reviewed and used by the consultants during the course of the man- agement audit and will be returned at its completion. Task 3 — Conduct Interviews and Observations Interviews and observations will be conducted as described in the following sub-tasks. Task 3.1 — 4rhpd»lp i..to.•s.: ^ The consultants will prepare a master interview schedule based upon organization charts, staff assignments, and work schedules. The interview schedule will be provided to the Department several days in advance and it will be expected to make the necessary arrangements with individuals. Task 3.2 — ndust intervim The consultants will conduct individual interviews with all command staff, supervisors and lead positions and a selected number of officers and employees. The consultants will review all of the completed organiza- tion climate survey forms to identify employees indicating a desire to be interviewed. All those requesting an interview will be accommodated. Generally, the interview will be conducted at the work location of the individual being interviewed or if a Private office is not available, in a conference room or other private space. The interviews will be used by the consultants to help gain an understanding of the organization and operations of the Department. ' Task-3. 1, — !!�rt Dil: ".� ObcPTVAt;n..e The consultants will make direct observation of some of the activities of the Department. Some of those observations may be in conjunction with interviews(re- cords and crime analysis for example)while others will be specific activities (patrol for example). The consultants will make direct observations of patrol activities and will select individual patrol officers and supervisors at random. The observation of patrol activities will be conducted during all shifts and include weekends to help ensure the full range of activity periods are observed. Work P1= Task 4 — Collection Comparative Data During the initial meetings with the Chief of Police and Command Staff the consultants will discuss the comparative analysis and identify cities for use in the survey. The comparative analysis will use up to ten cities with similar demographic profiles and should include those the Department typically uses in comparisons. Information will be collected by the consultants from the selected comparison cities and from data compiled in US Department of Justice reports. Task 5 — Documentation and Issue Identification f The documentation and issue identification task and resulting product provides an early opportunity to both confirm the understanding of the Department's organization and operations and,to identify issues on a preliminary basis. The specific activities related to documentation and assessment are described in the following sub-tasks. f Task 5.1 — Operations Profile An operations profile of the Police Department will be prepared by the consultants to document the existing organization and services and to establish a base from which to conduct subsequent analysis. The profile will provide an overview description of the organization, staffing, budget, services, and major service delivery methods for each division of the Department. The completed profile will serve as a means to review and confirm the consultant's understanding of the P organization and will subsequently become a part of the various report documents. fTask 5.2 — Issue Mentif cation Using the information collected and reviewed to this point in the audit and based upon preliminary analysis, the consultants will identify significant issues related to the organization and operations of the Department. The issues identified will generally relate to the use and deployment of resources, workload and staffing, effectiveness of service delivery methods, organization issues, use of technology, and resources generally. Each issue identified will be identified and an explanation of its significance provided. Work Plan Task 53 — Preparelgeview Interim Report The consultants will prepare an interim report that includes the profile and the results of the issue identification. The report will be provided to the City in advance of a meeting scheduled to review it. The review meeting should include the City Administrator, the City's Project Manager and the Chief of Police. During the review meeting the consultants will expect to receive corrections or changes to the profile and will discuss in detail the issues identified. In discussing the issues identified, the consultants will suggest potential methods of addressing the issues. The review of the interim report is intended to provide a forum for the discussion of significant issues in the Department and to set the direction for the detailed analysis that will follow. In addition, the consultant will be available to brief the Mayor/City Council on the progress of the audit and preliminary issues and directions(if desired). Task 6 — Detailed Analysis As was described in the methodologies portion of this proposal, the consultants will conduct a variety of detailed analysis tasks of the Police Department. The specific analysis activities are described briefly in the sub-tasks below. Tssk 6.1 — Comps gt ti.►e s ahsis An analysis of such factors as crime rates, budget, and staffing levels of the San Bernardino Police Department compared with up to ten other,similar departments will be conducted. In addition, crime rate data will be compared with state and national data to help place the Department into perspective. Task 6.2 — O An17�ti�n ^1;,;,atr '.-ePS-menr The results of the organization climate survey will be analyzed to assess the climate in the San Bernardino Police Department. The analysis will identify significant issues and will, depending upon the results of the survey,be reported at the Department and divi- sion level. Additional analysis by organization level, class of employee (sworn or non-sworn) and length of service may be included in the analysis if the results are significant. Overall, this analysis will provide information about the attitudes and opinions of em- ^�'1 ;ik 0 Work Plan ployees concerning the organization and operations of the Department. Task 6.3 — Standards Identification and Analysis This analysis will identify service and performance standards used by each of the divisions and their major functions. It will include such standards and perfor- mance measures such as response time by type of call for service, clearance rates by category, and program- matic measures such as crime prevention briefings and others. The purpose of the standards identification and analysis is to help assess whether service delivery meth- ods, as measured by service standards, should be modified to improve efficiency and effectiveness and allow for a reallocation of resources. Task 6.4 — Organization Analysis This analysis will examine organization ,structure, reporting relationships,inter and intra-division commu- nications,and management control and reporting. The organization analysis will focus on the three divisions and their major details. The analysis will also focus on such issues as the levels of specialization and the compatibility of existing specialization with community policing. Task 6.5 — Operations Analysis The primary focus of the operations analysis is upon how services are provided. .The analysis will examine such issues as work schedules, deployment practices, policing strategies, workload and staffing levels, adequacy of physical assets, and others. It is anticipat- ed that the operations analysis will identify opportuni- ties to make changes that will enable the reallocation of resources. Task 6.6 — Administrative Systems Analysis The purpose of the administrative systems analysis is to assess their effectiveness in managing, controlling, and facilitating the delivery of services. The systems analyzed will include training and employee develop- ment, performance management, Department policy manuals, job rotation system, financial management systems, and others. The results of the analysis is anticipated to identify specific opportunities for improvement. w.*FIM Task 6.7 --Technology Systems The purpose of this analysis is to review the current use of technology in the Department, specifically as it relates to opportunities to enhance organizational efficiency and effectiveness. This review may include communications equipment, crime analysis opportuni- ties and other areas of Police Department operations that are generally impacted by technology. This analysis will also include an evaluation of vehicle locator systems. Task 7 — Draft Management Audit Report After completing the detailed analysis the consultants will begin the tasks related to the preparation and review of the ` Draft Management Audit Report. Task 7.1 —Prepare Draft Management Audit Reps The Draft Management Audit Report will be a comprehensive written document and include the following information: a Appropriate background and introductory information including a brief description of the audit objectives and study methods; ■ The organization profile as revised (at the interim report stage) through its review with the Department's Command Staff; ■ The results of the organization climate assess- ment and analysis; ■ The results of the detailed analysis expressed as specific findings; ■ Specific recommendations to address the find- ings and including a description of the impact of the recommendations; ■ A specific implementation plan including esti- mates of the resource deployment impact of the recommendations. s Y 7W,. Work Pim The Draft Management Audit Report will be complete in every respect but is intended to be a working document subject to revision based upon its review. Task 7.2 — Review Draft Management Audit Reps Copies of the Draft Report will be provided to the City prior to the meeting to review it. The consultants will meet with the City Administrator, City's Project Manager and Chief of Police to review and discuss the contents of the Draft Report. It is anticipated that this review meeting will include discussion of any concerns regarding recommendations,assumptions,or facts,that may be expressed by the Department. Any concerns expressed by the Department will be recorded and follow up analysis conducted as necessary to resolve them. If the City chooses, the consultants are also available to present an overview of the draft final ! report to the Mayor/City Council. Task 73 — Conduct Follow Up-Analysis To the extent necessary based upon the review of the Draft Report, the consultants will conduct follow up analysis. This may include collecting additional information from the Department including conducting additional interviews. h Task 8 — Final Management Audit Report Upon completing the follow up analysis the consultants will prepare and review a Final Management Audit Report. 1 The Final Report will include all of the information from the Draft as revised by its review and follow up analysis and meeting. In addition,the Final Report will contain a comprehensive executive summary. Task 82 — Present Final Management Audit Report Fifteen copies of the Final Management Audit Report will be provided to the City in advance of its presenta- tion. The consultants will present the Final Report at one meeting of the Mayor and City Council. To help ensure that Department staff are informed of Work Mae the executive summary of the final report be provided for employee review. The consultants will provide the Department with reproducible copy of the executive summary so that it can be distributed by the Depart- ment in advance of the presentation meeting. Task 9 — Technical Assistance After completing the management audit,the consultant team will be available to assist the Department in providing any needed follow up or other technical assistance. This assistance will be in the form of two on-site meetings and unlimited telephone calls for the six month period following completion of the audit. i f� E I