CONTRACT 6440 Professional Services Agreement CLOSEDAgreement No. 6440
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND MATRIX CONSULTING GROUP, LTD.
This AGREEMENT is entered into this 14thday of July 2022 ("Effective Date") by
and between the CITY OF EL SEGUNDO, a municipal corporation and general law city
("CITY") and Matrix Consulting Group, Ltd., a, a California corporation
("CONSULTANT").
1. CONSIDERATION..
A. As partial consideration, CONSULTANT agrees to perform the work listed
in the SCOPE OF SERVICES, below;
B, As additional consideration, CONSULTANT and CITY agree to abide by
the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not
to exceed $48,700 for CONSULTANT's services. CITY may modify this
amount as set forth below. Unless otherwise specified by written
amendment to this Agreement, CITY will pay this sum as specified in the
attached Exhibit 'A" which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A,"
which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies
and materials, equipment, printing, vehicles, transportation, office space
and facilities, and all tests, testing and analyses, calculation, and all other
means whatsoever, except as herein otherwise expressly specified to be
furnished by CITY, necessary or proper to perform and complete the work
and provide the professional services required of CONSULTANT by this
Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at
the time of performance utilized by persons engaged in providing similar services. CITY
will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of
any deficiencies and CONSULTANT will have fifteen (15) days after such notification to
cure any shortcomings to CITY's satisfaction. Costs associated with curing the
deficiencies will be borne by CONSULTANT.
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Agreement No. 6440
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "A") the tasks performed, the percentage of the task completed during the billing
period, the cumulative percentage completed for each task, the total cost of that work
during the preceding billing month and a cumulative cash flow curve showing projected
and actual expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT
for current services are within the current budget and within an available, unexhausted
and unencumbered appropriation of the CITY. In the event the CITY has not
appropriated sufficient funds for payment of CONSULTANT services beyond the current
fiscal year, this Agreement will cover only those costs incurred up to the conclusion of
the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ("Manager") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ("Additional
Work") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the
Scope of Work, CONSULTANT will provide the Manager with written
notification that contains a specific description of the proposed Additional
Work, reasons for such Additional Work, and a detailed proposal
regarding cost.
C, Payments over $1,300 for Additional Work must be approved by CITY's
city council. All Additional Work will be subject to all other terms and
provisions of this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
Carefully investigated and considered the scope of services to be
performed;
Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B, If services involve work upon any site, CONSULTANT agrees that
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CONSULTANT has or will investigate the site and is or will be fully
acquainted with the conditions there existing, before commencing the
services hereunder. Should CONSULTANT discover any latent or
unknown conditions that may materially affect the performance of the
services, CONSULTANT will immediately inform CITY of such fact and will
not proceed except at CONSULTANT's own risk until written instructions
are received from CITY.
8. TERM. The term of this Agreement will be for six months beginning on the Effective
Date. Unless otherwise determined by written amendment between the parties, this
Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit "A";
B, Termination as stated in Section 16,
9. TIME FOR PERFORMANCE,.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under
Section 23 of this Agreement; and
CITY gives CONSULTANT a written notice to proceed,
B. Should CONSULTANT begin work on any phase in advance of receiving
written authorization to proceed, any such professional services are at
CONSULTANT's own risk.
10.TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the
contracted services. If delay occurs, CONSULTANT must notify the Manager within
forty-eight hours (48 hours), in writing, of the cause and the extent of the delay and how
such delay interferes with the Agreement's schedule. The Manager will extend the
completion time, when appropriate, for the completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the
main body of this Agreement takes precedence over the attached Exhibits; this
Agreement supersedes any conflicting provisions. Any inconsistency between the
Exhibits will be resolved in the order in which the Exhibits appear below:
A. Exhibit A: Proposal for Services.
12.CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum
and the contract time will be adjusted accordingly. All such changes must be authorized
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in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting
from changes in the services will be determined in accordance with written agreement
between the parties.
13.TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and
certificates that may be required in connection with the performance of services under
this Agreement.
15.WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of
any rights CITY may have under this Agreement or of any cause of action arising from
CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant,
or condition contained in this Agreement will not be deemed to be a waiver of any
subsequent breach of the same or any other term, covenant, or condition contained in
this Agreement, whether of the same or different character.
16.TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any
time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's
mutual consent. Notice will be in writing at least thirty (30) days before the
effective termination date.
C, Upon receiving a termination notice, CONSULTANT will immediately
cease performance under this Agreement unless otherwise provided in the
termination notice. Except as otherwise provided in the termination notice,
any additional work performed by CONSULTANT after receiving a
termination notice will be performed at CONSULTANT" own cost; CITY
will not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data,
studies, surveys, drawings, maps, reports and other materials prepared by
CONSULTANT will, at CITY's option, become CITY's property, and
CONSULTANT will receive just and equitable compensation for any work
satisfactorily completed up to the effective date of notice of termination,
not to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may
procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
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damages that might otherwise arise from CITY's termination under this
Section.
17.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps,
models, photographs and reports prepared by CONSULTANT under this Agreement are
CITY's property. CONSULTANT may retain copies of said documents and materials as
desired, but will deliver all original materials to CITY upon CITY's written notice. CITY
agrees that use of CONSULTANT's completed work product, for purposes other than
identified in this Agreement, or use of incomplete work product, is at CITY's own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art
work, prepared pursuant to this Agreement, will be released by CONSULTANT to any
other person or public CITY without CITY's prior written approval. All press releases,
including graphic display information to be published in newspapers or magazines, will
be approved and distributed solely by CITY, unless otherwise provided by written
agreement between the parties.
19.INDEMNIFICATION.
A. CONSULTANT agrees to the following::
Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, employees and
representatives from and against any and all suits, actions, or
claims, of any character whatever, brought for, or on account of,
any injuries or damages sustained by any person or property
resulting or arising from any negligent or wrongful act, error or
omission by CONSULTANT or any of CONSULTANT's officers,
agents, employees, or representatives, in the performance of this
Agreement.
Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance. Should
CITY be named in any suit, or should any claim be brought against
it by suit or otherwise, whether the same be groundless or not,
arising out of this Agreement, or its performance, CONSULTANT
will defend CITY (at CITY's request and with counsel satisfactory to
CITY) and will indemnify CITY for any judgment rendered against it
or any sums paid out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
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Agreement No. 6440
C. It is expressly understood and agreed that the foregoing provisions will
survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any
approval of said insurance by CITY, are not intended to and will not in any
manner limit or qualify the liabilities and obligations otherwise assumed by
CONSULTANT pursuant to this Agreement, including, without limitation, to
the provisions concerning indemnification.
20.ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without
CITY's written approval are prohibited and will be null and void.
21.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work
and the manner in which is it performed. CONSULTANT will be free to contract for
similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in
any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct
CONSULTANT as to the details of doing the work or to exercise a measure of control
over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
22.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free
access at all reasonable times to such records, and the right to examine and audit the
same and to make transcript therefrom, and to inspect all program data, documents,
proceedings and activities. CONSULTANT will retain such financial and program
service records for at least three (3) years after termination or final payment under this
Agreement.
23.INSURANCE,
A, Before commencing performance under this Agreement, and at all other
times this Agreement is effective, CONSULTANT will procure and
maintain the following types of insurance with coverage limits complying,
at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Agreement No. 6440
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the
requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of
insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy
coverage. Liability policies will be endorsed to name CITY, its officials, and
employees as "additional insureds" under said insurance coverage and to
state that such insurance will be deemed "primary" such that any other
insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such
coverage is available, or on a "claims made" basis if not available. When
coverage is provided on a "claims made basis," CONSULTANT will
continue to renew the insurance for a period of three (3) years after this
Agreement expires or is terminated. Such insurance will have the same
coverage and limits as the policy that was in effect during the term of this
Agreement, and will cover CONSULTANT for all claims made by CITY
arising out of any errors or omissions of CONSULTANT, or its officers,
employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
E, CONSULTANT will furnish to CITY duly authenticated Certificates of
Insurance evidencing maintenance of the insurance required under this
Agreement and such other evidence of insurance or copies of policies as
may be reasonably required by CITY from time to time. Insurance must be
placed with insurers with a current A.M. Best Company Rating equivalent
to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the
insurance required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from
payments due to CONSULTANT under this Agreement or terminate
pursuant to Section 16.
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Agreement No. 6440
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such
approval must approve of the proposed consultant and the terms of compensation.
25.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative
description of progress during the past month for each major task, a description of the
work remaining and a description of the work to be done before the next schedule
update.
26. NOTICES. All communications to either party by the other party will be deemed
made when received by such party at its respective name and address as follows:
If to CONSULTANT:
Matrix Consulting Group, Ltd.
1650 S Amphlett Blvd, Suite 213
San Mateo, CA 94402
Attention: Richard P. Brady
Phone: (650) 858-0507
Email: rbrady@matrixcg.net
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA 90245
Attention: Michael Allen
Phone: (310) 524-2345
Email: mallen@elsegundo.org
Any such written communications by mail will be conclusively deemed to have been
received by the addressee upon deposit thereof in the United States Mail, postage
prepaid and properly addressed as noted above. In all other instances, notices will be
deemed given at the time of actual delivery. Changes may be made in the names or
addresses of persons to whom notices are to be given by giving notice in the manner
prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed
nor retained any company or person, other than CONSULTANT's bona fide employee,
to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid
nor has it agreed to pay any company or person, other than CONSULTANT's bona fide
employee, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. Should
CONSULTANT breach or violate this warranty, CITY may rescind this Agreement
without liability.
29.THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of
any other party. There will be no incidental or other beneficiaries of any of
CONSULTANT's or CITY's obligations under this Agreement.
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Agreement No. 6440
30.INTERPRETATION. This Agreement was drafted in, and will be construed in
accordance with the laws of the State of California, and exclusive venue for any action
involving this agreement will be in Los Angeles County.
31.COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other
agreements expressed or implied, oral or written. There is one attachment to this
Agreement. This Agreement will bind and inure to the benefit of the parties to this
Agreement and any subsequent successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as
a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or
against either Party.
34.SEVERABILITY. If any portion of this Agreement is declared by a court of
competent jurisdiction to be invalid or unenforceable, then such portion will be deemed
modified to the extent necessary in the opinion of the court to render such portion
enforceable and, as so modified, such portion and the balance of this Agreement will
continue in full force and effect.
35.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this
Agreement and to engage in the actions described herein. This Agreement may be
modified by written amendment. CITY's executive manager, or designee, may execute
any such amendment on behalf of CITY.
36.ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this
Agreement, agreements ancillary to this Agreement, and related documents to be
entered into in connection with this Agreement will be considered signed when the
signature of a party is delivered by electronic (.pdD or facsimile transmission. Such
electronic or facsimile signature will be treated in all respects as having the same effect
as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience
of reference only and will not affect the interpretation of this Agreement.
38.TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire,
flood, explosion, acts of terrorism, war, embargo, government action, civil or military
authority, the natural elements, or other similar causes beyond the Parties' reasonable
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Agreement No. 6440
control, then the Agreement will immediately terminate without obligation of either party
to the other.
40.STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness
and capacity to perform the Agreement in a manner satisfactory to CITY.
CONSULTANT represents that its financial resources, surety and insurance experience,
service experience, completion ability, personnel, current workload, experience in
dealing with private consultants, and experience in dealing with public agencies all
suggest that CONSULTANT is capable of performing the proposed contract and has a
demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[Signatures on next page]
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Agreement No. 6440
IN WITNESS WHEREOF the parties hereto have executed this contract the day
and year first hereinabove written.
Y OF EL SEGUNDO
Darrell eorge,
City Manager
ATTEST -
Tracy Trac Weaver,
City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
MATRIX CONSULTING GROUP
ACiZC� S
By: Richard Brad
President
Title:
Taxpayer ID No. 05-0545979
By:
Joaq in Vazquez, Deputy City Attorney
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Agreement No. 6440
EXHIBIT "A"
CONSULTANT'S JUNE 29, 2022 PROPOSAL
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Agreement No. 6440
June 29, 2022
m Cowl t, r'I
consulting group
Agreement No. 6440
Letter of Transmittal
1. Firm Overview, Experience and References 1
2. Project Team
T
3. Project Approach, Task Plan and Schedule 13
4. Cost Proposal 20
Agreement No. 6440
matrix
consulting group
June 29, 2022
Michael Allen
Development Services Director
City of El Segundo
350 Main Street
El Segundo, CA 90245
Dear Mr. Allen:
The Matrix Consulting Group is pleased to present our proposal to conduct an evaluation
of the City's Development Services Department processes. Our proposal is based on our
conversation regarding the desired scope of services desired by the City, our research on
the City's development review and permitting operations, and our extensive experience
analyzing other development review, permitting, and inspection operations in California
and across the country.
Our qualifications stand apart from other consulting firms for the following reasons:
• EAteiinsiiive exllpeuriein(.-e in aiinalCiyziing develllopiamerd iir�eviiew or)eratiiioin& Our project
team has worked on dozens of projects assessing development review functions,
processes, and ordinances. All of our staff are employees of the firm and not
subcontractors. This project team has worked together on over 40 similar studies
in the last five years. Since our founding, the firm has conducted over 200
dedicated assessments of development services operations.
lyiii,oject teaiiivii gLL!!IIfl'�Icafioins: We are proposing a highly qualified team that includes
former local government practitioners, including planning and development
officials and extensive experience with accessing current and future needs. Our
proposed project team is dedicated to development process related studies.
0lliieint aaaessillh illlii:y: The Matrix Consulting Group prides itself on making our
project team highly accessible throughout, and following completion of, the study.
This high level of collaboration ensures a quality study.
Since our founding in 2002, the Matrix Consulting Group has completed over 1,400
projects for local government entities, with over 200 studies of building, planning, and
Agreement No. 6440
other departments performing development review, permitting and related inspections.
We have a successful track record in completing studies with scope of work similar to
the services requested by the City of El Segundo.
We look forward to the opportunity to work with the City of El Segundo on this project. I
will be the point of contact for execution of any contract resulting from this proposal and
can be reached at 650.858.0507 or , ry.ik�jLga t rrx gg,, � „t. Or, please feel free to reach
out to our Project Manager, Alan Pennington, at 618.795.1995 or
6Xca nO.. to discuss scope or pricing should any adjustments be
needed.
Richard IP. Il rady
Matrix Consulting Group
President
Agreement No. 6440
(.;A
1. Firm Overview, Experience and References
This section of our proposal will provide an overview of the Matrix Consulting Group and
our experience conducting similar development review, permitting, and inspection
studies for local government entities.
mkbouttlie II' IIII°°iiii CaIII'ist llll�llillli � r ttllll
The Matrix Consulting Group is a management consulting firm dedicated to providing
quality analytical assistance to local government. Our company was formed in 2002 by
experienced consultants in order to pursue an operating model in which analytical work
is performed by senior level staff. Our firm can be summarized as follows:
• We are incorporated in California with our headquarters based in San Mateo and
a satellite office in Irvine. Additionally, we have regional offices in Charlotte (NC),
Dallas -Fort Worth (TX), Edwardsville (IL), Fort Myers (FL), and Portland (OR).
We are comprised of 22 full time and four part time staff.
While the Matrix Consulting Group provides a variety of analytical services to local
government, one of our core service areas is the evaluation of development review
operations.
The Matrix Consulting Group is well -versed in the various aspects of development review,
permitting, and inspection operations and processes, as well as the staffing and
technology needs which accompany them. We take a holistic approach to evaluating
permitting operations, processes, policies, and staffing needs both to meet the current
and projected workload.
,. CanI'paI"�IiyIIII°° a IIII
This section of our proposal will outline the requested information for the Matrix
Consulting Group.
ism Company Name
ki foiu rinal.kni
Address
Phone
Fax
Incorporated
Matrix Consulting Group
Matrix Consulting Group, Ltd.
1650 S Amphlett, Suite 213 San Mateo, CA 94402
650-858-0507
650-397-4050
State of California in 2002
Agreement No. 6440
Pmj ,` £]I 1O (,'Jll(h)N i1 )� ;'. ")I]iU�,`"I� `�4 IA „�?` /, t, �`>Ill(�fIC ;�( (�lJlllj;), C16,
Enterprise Type C-Corporation
Firm Representative Richard Brady, President
Email rbrady@matrixcg.net
Phone 650-823-3174
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..� iiii°°��°t�� fVii iiii.°iiil ���IIII � H'n°"� � ��:rt t Illf° iiii � fO iiii
The Matrix Consulting Group has extensive experience conducting reviews of permitting
and development review operations, both as part of city-wide organizational studies and
in dedicated studies focused solely on permitting and development processes. We have
conducted over 200 studies focusing specifically on development review functions and
over 90 organization -wide studies for local government. Recent clients include:
Albany, New York
Arlington, Virginia
Blacksburg, Virginia
Boston, Massachusetts
Beverly Hills, California
Burlington, Vermont
Coral Gables, Florida
Culver City, California
Cupertino, California
Dayton, Ohio
DeKalb County, Georgia
Des Moines, Washington
Downey, California
East Point, Georgia
' III"III""III"' III I�III"'arid W(fies
................Forest Grove�...p.��g.�.�.......e. �w_w_w�.......
. ......-. ............. ..................
Miami Beach, Florida
Fort Myers, Florida
Milpitas, California
Fort Worth, Texas
Napa County, California
Gwinnett County, Georgia
Niles, Illinois
Hanover County, Virginia
Oceanside, California
Hilton Head Island, SC
Rowan County, NC
Johnson City, Tennessee
San Jose, California
Kissimmee, Florida
Santa Monica, California
Lake Oswego, Oregon
Sunrise, Florida
Lawrence, Kansas
ToHo Water Authority, FL
Los Angeles, California
Waukesha County, WI
Mamaroneck, New York
West Palm Beach, Florida
Manatee County, Florida
Westminster, Colorado
Menlo Park, California
Ventura, California
We are currently finalizing a permitting review study for Dallas, Texas and initiating a
development review study for Greeley, Colorado.
We also have evaluated development review processes as part of organization -wide
studies and assessments. Recent clients include:
Matrix Consulting Group 2
Agreement No. 6440
0irgaunizatioirii...wiide Studies
Ilhl'I IUdiun Ill,te�velm.mllpirvient. III'teview 1:,��cm;e,� Ill: v iii.iatuioirii
_ —
Albuquerque, New Mexico
........ .......................................................................................,,,
Goodyear, Arizona
—Verdes....Estate.S......C.A..__---_._._._._......
Palos ,
Augusta, Georgia
Half Moon Bay, California
Rancho Mirage, California
Avon, Connecticut
Johnson County, Kansas
Raymore, Missouri
Barstow, California
Monroe County, Michigan
Roseville, California
Brattleboro, Vermont
Monrovia, California
Schertz, Texas
Deltona, Florida
Montpelier, Vermont
St Cloud, Florida
Franklin Township, NJ
Orland Park, Illinois
Tigard, Oregon
Fort Morgan, Colorado
Orting, Washington
Tinley Park, Illinois
These clients are just an example of the projects we have completed in the last five years.
4 f rpject IC ttiire nce
The following references are provided for recent projects that most similarly align to the
services requested by the City of El Segundo. Additionally, it is important to note that
these projects were completed by members of our proposed project team.
Ventura, California
Evaluation of the
Development Review Process
Akbar Alikhan
Assistant City Manager
805.654.7740
The scope of work for the project focused on evaluating the
current operational practices, various administrative and
board development review processes. The development
review process in Ventura is lengthy and time intensive for
both staff and customers. The review process was convoluted
and customers experienced inconsistency and
unpredictability in the process. Moreover, appointed boards
and commissions frequently regulated outside of their
authority.
Project Dates: June — Key recommendations included defining the review process
November 2019 and individual departmental roles, elimination of duplicate
steps by various departments, identify codes and ordinances
that required modification, updating the permitting software
system to increase efficiency, staffing assessment, and
updating various guidelines related to the review process to
provide a more predictable and consistent review process.
Matrix Consulting Group 3
Agreement No. 6440
trj I oII(IIJ�;1
Milpitas, California The firm conducted a comprehensive evaluation of all
operational and organizational practices related to the
Assessment of the development review process. This included an evaluation of
Development Review Process the planning, building, land development (Public Works) and
Fire functions related to the permitting and inspection
Steven McHarris process. The City was experiencing increased development
City Manager activity and was struggling with maintaining performance
408.586.3059 standards. The study was initiated to review current
smcharris@ci.milpitas.ca.gov processes and workflow, technology integration, and staffing
needs to address current and future need.
Also, our project team did a comprehensive review of their
current development fee structure and created a new fee
schedule. A revised fee schedule was developed to help
address cost recovery for permitting activities.
Key recommendations including modification of processes
to increase efficiency (including increasing administrative
approvals), technology assessment, policy modifications,
process changes to enhance a "one stop shop" approach, fee
modifications and establishment of service level
performance targets. Finally, a staffing model was
developed based on modifications to the existing process
and technology utilization.
Flower Mound, Texas
This study was undertaken by the Town to assess the
organizational structure, staffing levels, and service delivery
Evaluation of the
needs related to development review, permitting, and
Development Review Process
inspection processes. This included a review of Building
Inspections, Planning, Fire Marshal, and Environmental
JP Walton
operations and processes related to permitting, development
Interim Economic
review, and inspection processes.
Development Director
972.874.6081
Key recommendations included: create a two phased
approach to create a one -stop shop development review
counter, enhancement of online permitting resources; clearly
identify roles and responsibilities of different review staff;
enhanced fee transparency; digitize historic platting
information; add two building inspector positions; and a
business analyst (software focused) for this fast-growing
community. The Town was provided with a phased
implementation plan.
Agreement No. 6440
ai.rrpo"r ,l frr (;mndu t ;d Cruz ,Iopii)r.rd ` r �i�„ �� /e's SrM)ffl /
Forest Grove, Oregon
Development Review Analysis
Bryan Pohl
Community Development
Director
503-992-3227
BPohl fores v .o.Lg v
Project Dates: October 2020 —
April 2021
I ('(Jundo, C/",
This study focused on the review of the development review,
permitting, and inspection processes. Key tasks included the
diagramming of existing processes, extensive customer and
stakeholder survey and interviews, identification of
opportunities to streamline processes, evaluation of
technology utilization, and staffing analysis.
Key recommendations included: implementation of digital
application submittal and plan review, requiring all review
departments to utilize the permitting software, establishment
of new plan review processing standards, redesign of
processes to increase workflow efficiency, enhanced staff
training, and expanded public education efforts regarding
submittal requirements.
Additional references can be provided upon request.
Agreement No. 6440
c,� gal i , 1 P Segundo, CA
a
The consultants proposed for this engagement have broad experience in analyzing local
government operations and specialize in development review, permitting, and inspection
assessments. Additionally, our team members have served in local government as an
Assistant City Manager, Planning Director, Permitting Manager, and Public Works
Director. Our proposed team has worked together on nearly three dozen permitting
process evaluation engagements similar to what is being requested. Our project team is
outlined below.
Our project manager is Alan Pennington who is a Vice President of our firm. He will
oversee our dedicated development review team which includes Aaron Baggarly who
leads our development review practice.
Our proposed team is comprised of former local government practitioners with direct
involvement in development review, permitting, and inspections. Additionally, our team
is supplemented by career consultants who have significant experience evaluating
development review, permitting, and inspection practices, operations, processes, and fee
schedules. Our team is a perfect blend of technical matter experts who have assisted
dozens of clients in evaluating their operations and developing implementable solutions.
The following project team member's resumes showcase our team's experience in
conducting similar development review assessments.
Matrix Consulting Group 6
Agreement No. 6440
'1,OI)Oc;;91i.r)(,�)n"�r1I)(,,,(,It)i,)I�I('.)1 I r,Iv((�"s ,F.,,1';liI",)I) I';«(l�[iul( ,r;/,
AIL�Aj'"111j
VICE PRESIDENT, MATRIX CONSULTING GROUP
Alan Peini nlington leads our General Consulting Practice which
includes Community Development and development review
assessments. He has conducted over 300 studies including over 100
focused specifically with a development review focus.
Alan's extensive experience evaluating community development
operations has included the following areas of focus:
• Development process redesign and streamlining including
process diagramming,
• Establishment of achievable turnaround times for plan reviews and
inspections,
R(flev nrnt C ile nets:
CA
CA
CA
CA
CA
CA
CA
CA
CO
FL
• Best practices assessments, FL
• Staffing and organizational structure evaluations, and FL
• Customer and stakeholder outreach on service needs and GA
perceptions of existing services. GA
HI
V: rtt,KKt'iueFlt:;e, Hg[]uHghlts
l,ln"ull:xi County, CA: Alan was the Project Manager on this study of the
County's Planning Review Process. This assessment reviewed the
County's planning review process and included an evaluation of:
processes, customer education and interaction; technology and
policy and personnel. Key recommendations included:
• Enhancing the website to provide additional and clearer direction
on processes, submittal requirements and processing timeframes.
• Enhancement of electronic submittal options and increased
functionality of the permitting software.
• Expanded use of preapplication meetings to provide input on
project feasibility and discuss application requirements.
Toll to Water Au..uhor° ty, IFI....: Alan was the project manager on both
engagements evaluating the Authority's development and
permitting processes. The first engagement assessed current
processes, technology, and staffing needs related to the
infrastructure permitting process for water, wastewater, and
stormwater services. The firm was contracted three years after
the initial study to assess the implementation of the
recommendations and identify additional opportunities for
increased efficiencies of the permitting and inspection processes.
F-:-Iroject l:Zole: Alan will serve as the project manager for this
engagement.
Matrix Consulting Group
MA
NY
OR
SC
VA
VA
WA
WI
Cupertino
Downey
Menlo Park
Milpitas
Napa County
Redlands
San Jose
Ventura
Westminster
Kissimmee
Manatee County
Miami Beach
DeKalb County
Gwinnett County
Maui County
Boston
Mamaroneck
Marion County
Greenville
Blacksburg
Hanover County
Des Moines
Waukesha County
Yeau s of Il:xp ei ueince: 28
Edu.0 ,a io w
BA, University of Maine,
Public Management.
MPA, University of Maine,
Plirof& ssIln)n"wa A"isoG;nwnQ:IIG;:'Cn"n:
International Code Council
(ICC)
Government Finance
Office's Association (GFOA)
International City -County
Management Association
(ICMA)
Agreement No. 6440
Ir,l,wm, to (,rill{:ImJ t) D wI;)pIti,.ni .�1� 'Ic„� El Segundo, CA
AN
[ION III%I .. RIII Y1 A10P
SENIOR MANAGER, MATRIX CONSULTING GROUP
Andiron Ill3aggaii1y is the firm's lead analyst on development review,
i6evanL Cke nts.�
permitting, and inspection related engagements. Aaron most
AL
Gulf Shores
recently worked for the City of Stillwater, OK as the Planning
CA
Menlo Park
Manager and oversaw planning and development activities, and
CA
Milpitas
prior to that worked for another planning firm. Highlights include:
CA
Downey
• Completed over 130 studies for local government entities.
CA
Napa County
• Analysis focuses on process studies for planning, building, and
CA
Ventura
code enforcement activities, organizational review, and process
FL
Miami Beach
evaluation and reengineering.
FL
Toho Water Auth.
• Performed data and workload analysis, needs assessments,
FL
Fort Myers
visioning, organizational and staffing assessments, public
GA
East Point
engagement, and best management practices evaluation.
IL
Orland Park
• Serves on his local Board of Adjustment.
IL
Tinley Park
MA
Boston
oIII'te11i"°iiience III°°°MIig11illliiig11rt:o
NC
Rowan County
P'Cli&Ta II!3eachn, If::L Aaron was the project manager on this study
NY
OR
Mamaroneck
Forest Grove
which evaluated the City's development review processes and
TX
Flower Mound
operations. Key findings recommendations included:
TX
Fort Worth
• Transition to a full digital application submittal process.
TX
Kyle
• Modified the building permit review process to reduce the
VA
Blacksburg
number of resubmittals and number of review entities.
VT
Burlington
• Identified chokepoints in the existing process and which review
WA
Everett
entities needed additional resources to enhance service.
WI
Waukesha County
• Revise land development ordinances to reduce the use of
conditional zoning and to have a code that better aligns with
current development conditions.
Years
(.i lili�¢ irimir7ic�:.: 15
Ventura, CA: Aaron led the firm's efforts on this engagement to i::: a.�e �tion.
u.
evaluate the City's development review, permitting, and inspection BS, Appalachian State
processes. Key findings and recommendations included: University, Community
• Develop a comprehensive development guide and an online one- and Regional Planning,
stop shop to provide guidance to customers and citizens Minor in GIS.
regarding the development review process.
• Identification of chokepoints in the application review process, I::Irofessieinell Association:
including several appointed/elected bodies overreaching their American Institute of
authority. Certified Planners (AICP)
• Revise the approach to internal development review committees American Planning
to increase collaboration between review entities and for greater
understanding of individual roles in the process. Association
• Outlined a development review matrix to clearly identify permit
types and various roles and responsibilities for each permit type.
)ro„lect III'°?Mlle: Aaron will serve as the lead analyst and be involved
in all aspects of this project.
Matrix Consulting Group
Agreement No. 6440
;7111, t ni)-11� =) LJ„ /x'I 7})iw111 El Segundo, CA
j0 �11111111� II I' l4 N j I
MANAGER, MATRIX CONSULTING GROUP
w,www,wiw mmwrmu�wmww uuwiwwwmwwww uwwwmmuue�uwwwwwwwwwwwvwmm�m�ow�m�owoo wwuwr�rrr �,
,locelllyur IllMathlacelum is an experienced consultant that includes local
government permitting and operational experience.
As department director, led the reform of the Department of Permitting
and Land Use for the City of Milford, Connecticut, transforming the
agency into one focused on customer service and efficiency.
Consolidated planning, wetlands, floodplain management, and
building review processes to reduce duplication of time and effort,
cross -trained clerical staff, and developed improved educational
materials and website information to reduce confusion on the part of
applicants. Implemented on-line permitting for all projects.
Established electronic field inspections so that inspectors could enter
results into a tablet in the field.
Her experience encompasses local and regional development and
permitting agencies. Emphasis focused on increased efficiency and
collaboration between different departments and government entities.
1:3ost:oir , IMA: Jocelyn was an analyst on this engagement that
analyzed the Inspection Services Department and focused on
process, staffing, and operational improvements. Key findings
included:
• Opportunities to leverage technology to improve the customer
experience and improve operational efficiencies.
• Identified multiple process changes to improve collaboration
between various review entities.
• Reallocated building inspectors deployment to balance
workload between staff.
• Evaluated the rental housing programs to identify operational
efficiencies for tenants, landlords, and staff.
Dow nrIy CA: Jocelyn was an analyst on this engagementthat analyzed
the City's Community Development operations and staffing needs.
Key findings included:
• Opportunities to leverage technology to improve the customer
experience.
• Dedicated and cross -trained permit technicians to process
development applications.
• Convert key contracted positions to city employees (e.g. Chief
Building Official and Building Permit Tech, etc.).
Role on _l..Ilhio Enigago,1:ulrlrmeint;
Jocelyn will serve as a senior analyst on this engagement and focus
on building, permitting, and inspection operations.
Matrix Consulting Group
Relevant C: ielrut.s
CA
Downey
CA
Los Angeles
CA
Redlands
CO
Westminster
FL
Kissimmee
FL
Miami Beach
FL
Toho Water Auth.
FL
Fort Myers
GA
Dekalb County
GA
East Point
IL
Niles
MA
Boston
NC
Rowan County
TX
Flower Mound
TX
Fort Worth
VA
Blacksburg
VA
Virginia Beach
VT
Burlington
WA
Bellingham
WI
Waukesha County
Years of Experience: 25
E du.ueatliolru:
Masters of Public Policy
from Harvard University,
BA in Government from
Oberlin College
Proteaaionall Association,
International Code Council
American Planning
Association
Agreement No. 6440
III' j�mI11111111���.
SENIOR MANAGER, MATRIX CONSULTING GROUP
.1ein Wfinteir recently joined our firm to lead our Public Works and
R61evaint Client,:
Infrastructure practice area. She leads all public works studies
CA Dublin
including asset management, engineering, streets, public utilities,
CA Marin County
and related services.
CA Vacaville
Prior to joining Matrix Jen served within local government as the
NC Fayetteville
Public Works Director for the City of Cedar Rapids, Iowa. She has
WA Snohomish County
also previously served as the Regional Director for an engineering
consulting firm. Her local government experience includes:
• Strategic planning, organizational and staffing assessments,
data and workload analysis, needs assessments, public
engagement, and best management practices evaluation and
implementation.
Years of Experience. 24
• Process studies within public works and development
activities, organizational review, and process evaluation and
Eduoatioin
reengineering.
• Asset management strategies critical to the planning and
BS Iowa State University,
measurement of infrastructure.
Civil Engineering
• Extensive training in and experience implementing
Pii°ofesslonal Association, -
organizational health initiatives.
• Crises management and disaster response.
American Public Works
• Disaster resiliency planning.
Association (APWA)
APWA Center for
Expeir6eince l llglinlllphts
Sustainability (Past
Chair)
Cedar Ii:GaI:)iids, IIA: Jen led the implementation of the organizational
and operational review for the City of Cedar Rapids Public Works
APWA Iowa Chapter
Department which included engineering, streets, traffic,
Board Member
stormwater, sanitary sewer, and right of way management.
• Authored the departments first Strategic Plan to align the
department goals with those of the City Council.
• Reorganized the department to create divisions with better
aligned teams and opportunities for career development and
succession planning.
• Outlined process improvements for a more predictable and
efficient work process.
• Implemented and participated in emergency response training
and development.
• Developed and implemented an asset management system for
all public infrastructure.
• Introduced and led formal project management training.
l3uroject (Rolle: Jen will serve as an analyst focused on public works
and engineering functions and cross department collaboration.
Matrix Consulting Group 10
Agreement No. 6440
�1I`q)o) ,� i,i I`, fl�)I"rII],�I ,l I)Cfv� IopfII,?]II '/ ..1,`,,",li "�iI� 1 �„f`1JIIll rIo' �:/'
I(l1U1Si""III 00 1°"'11JS A. N
SENIOR MANAGER, MATRIX CONSULTING GROUP
lMs. I fueua'iln is an analyst who is involved in our development
Dolls vaalnt Clienl:s:
review and user fee studies. Her experience with the firm also
CA
Downey
includes participation in operational audit engagements focusing
CA
Fresno
on reviewing organizational, staffing, internal processes to
CA
Milpitas
enhance development services and development of user fees,
CA
Mountain View
development impact fees, and cost of service engagements.
CA
Riverside
Khushboo's relevant experience include:
CA
Pasadena
• Completed over 100 cost of service studies for clients across
CA
San Clemente
the United States.
FL
Fort Lauderdale
• Analysis focuses on process flows, staffing structure, workload
FL
FL
Osceola County
Miami Beach
review, and policy development for planning, building,
HI
Maui County
engineering, and fire prevention services.
NC
Asheville
• Expertise also includes development of fiscal policies and
OR
Ashland
procedures relating to deposit -based fees and deferred
OR
Tigard
revenues.
TX
Austin
t''xlll)allr°ieluaaae III°°°IIIIlgllullllglllmt
TX
TX
Dallas
Flower Mound
alpa taas, C a: Khushboo served as an analyst on this engagement,
and: ulraalr liaalna:,°aa: 10
which evaluated both the organizational structure and operationalaa°alra"p
efficiencies of development services and its fees for service. Key
E:aAu c abon;
analysis includes:
• Review of current workflows and staffing levels.
B.A., University of
• Modification of current fee schedule to better reflect existing
California — San Diego,
and proposed service levels due to staffing modifications.
International Economics
• Recommendation for staffing a permit coordinator to guide
applicants through the development process.
M.A., University of
California — San Diego,
Saalru IMateo, CA- Khushboo served as the Project Manager on our
International Affairs
studies conducted for the Community Development Department
to develop a fee schedule associated with Building and Planning-
Pirofaaaasiolruaal Association
related services. Key aspects of the study included:
f Ca=Mlrmdi'caal:ion:
• Calculating fully burdened hourly rates to capture full cost for
California Society of
flat and deposit -based fees.
Municipal Finance
• Streamlining the fee schedule for ease of use by applicant and
Officers
development services staff.
• Capturing the support provided by other city departments and
Government Finance
divisions to development -related activities.
Officers Association
Revenue Enhancement
1"1u°oject Rolle: Khushboo will serve as a financial analyst and review
Best Practices
budgetary and financial practices, and the fee structure.
Matrix Consulting Group 11
Agreement No. 6440
lropw �d i'i t,of'Idu� lfl(
DA
� IIII IIII'��I Illlllk llll�NIII°°°°j
MANAGER, MATRIX CONSULTING GROUP
David Biranvlllui has served as an analyst and project lead on a wide
Relevant Cheints:
range of government studies covering a variety of county and
CA
Fresno
municipal functions such as building, planning, housing, code
CA
Milpitas
enforcement, human resources, finance and purchasing, public
CA
Redlands
works and utilities. David has extensive experience conducting
CA
Riverside
organizational, operational, and staffing assessments during his 8
CO
Aurora
years with our firm. Relevant experience highlights include:
CO
Westminster
• Completed over 100 studies for local government entities,
FL
Coral Gables
including numerous department and agency -wide
FL
Fort Myers
assessments.
FL
Kissimmee
• Analysis focuses on workload and staffing, organizational
FL
ToHo Water
structure, asset management, and process improvement using
GA
DeKalb County
recognized best practices and quantitative metrics and
GA
East Point
modeling.
IL
Tinley Park
IL
Chatham
;aaleuriuuain,e li°iuiglhlViutlhts'
MA
Boston
iguaird, OR: David served as an analyst in this citywide performance
NC
NY
Rowan County
Albany
audit and operational review. The study examined the
OR
Tigard
department's performance measures, staffing, organizational
TX
Flower Mound
structure, and use of technology. It included:
• Analysis of the Community Development Department's
Years
a)f E: xPEa uiia n(a .,aa: 8
performance reporting and use of technology, and
recommendations for routine level of service benchmarks and
E: du.uc
aEiia: in-1
the utilization of the existing application processing software.
BS, University of Southern
• Recommendations to offer fee -based service level gradients
California; Policy,
and enhance the regular collection of stakeholder feedback
Management,
and
through a satisfaction survey.
Planning.
Aurora, oi01 David was a lead analyst for the code enforcement M.Ed. University of
p f this two-part study on the City's code enforcement and Missouri — St. Louis,
animal control functions. Key findings: Secondary Education
• Geographical analysis of incident volume and
recommendations of new geographic area assignments. Proa 'e,saslioinaah Assocatuu: ini
• Assessment of technology utilization in the division and
recommendation for expanded use of the City's code American Public Works
enforcement case management system. Association (APWA)
• Evaluation of proactive and complaint -based workload and
recommendations for appropriate staffing to maintain
appropriate proactive/reactive balance.
11roject Wile: David will serve as a project analyst and focus on
data analysis and stakeholder outreach.
Matrix Consulting Group 12
Agreement No. 6440
{' pc''.,oI I Cn[IrI, 1 ,.' � -,I l l I e nI I vI��^, `il> �,,,,, , , sI n I If: i I ,,l7Clmndo, (_,"",
3. Project Approach, Task Plan and Schedule
This section of our proposal will provide an overview of our understanding of the project,
the Matrix Consulting Group's approach to learning about the unique operating
environment in El Segundo, and our task plan for completing this study. Finally, we will
provide a project schedule to complete the proposed work plan.
The City of El Segundo is seeking to have an assessment completed with an overall goal
of ensuring that development review services are provided in an efficient and effective
manner and that the operations are appropriately staffed to consistently provide a high
level of service. All municipal operations that are involved in the development review
process would be evaluated including review and inspections services located in
departments other than the Development Services Department such as Fire and Public
Works. Of particular concern is ensuring that the processing times for plan review and
inspections is both appropriate for the organization, competitive with regional entities
and in alignment with industry practices.
,. Otull 1114 roli c,I 1114 IIIh°iilliiiillll ° j , dill°u]10et[�loddbgy
The Matrix Consulting Group takes a clearly -defined, client -centered project approach to
each study we conduct. Key elements of our philosophy and approach to providing
consulting services include the following:
A principal of the firm is involved in every project, providing oversight, quality
control and management assistance to all of our studies. As the leader of our
community development practice Alan Pennington, a Vice President of the firm,
will act in this capacity and serve as the Project Manager. He will be actively
engaged in all aspects of this project.
We are objective and data driven. We do not base our recommendations on
opinions or simple comparative measures. We ensure that our analysis is based
on a comprehensive understanding of our client's unique service level goals,
workloads, risks, regulations, and operating environment.
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
our clients can understand the reason for change.
Matrix Consulting Group 13
Agreement No. 6440
'rl)pw(i ,d ju ,a Dw/' o pinwi ll �,A Ir r �� undo, CA
Our projects are characterized by extensive interaction between consultants and
clients, including both the executive management and policy makers, as well as
supervisory and line -level staff. For this engagement, we will also speak with prior
customers to understand their past interactions with the City's development
processes.
We prioritize formal project management techniques to ensure clear
communication, timely task completion, and a thorough analysis of issues. We
take pride in delivering our work on time, on budget, and at a level of quality which
exceeds expectations.
These five pillars guide our work and have resulted in hundreds of successful projects
and satisfied clients.
. I,,, rojecf WariqlAwn
This section of our proposal presents an overview of the proposed task plan for
conducting this engagement and ensuring a thorough review of the City's development
processes. We will evaluate current and historic processes to understand operational
approaches, processes, staffing allocation, communication methods, collaboration,
technology usage, code requirements, and outreach activities.
Task 1 '1 Project Initiation and Develop a Current State Assessment.
To fully evaluate the development review operations and processes, we need to develop
an in-depth understanding of the key issues impacting and shaping service requirements.
To develop this perspective, we will conduct interviews with development review staff
(management to line level) from the Development Services Department, Public Works,
Fire, Finance, City management, appointed/elected officials (if desired), and others
involved in the development review process. We will gather and evaluate current
workload data to understand the current volume and types of work being performed.
Also, we will document key processes, educational materials, communications, and the
utilization of technology to complete work tasks and review budgets, existing policies
and procedures, workflow documentation, etc. Upon completion of the interviews and
data collection, we will develop a detailed description of the services provided. Our focus
will be on how services are delivered, staffed, and managed.
Task Deliverable — A current state assessment summarizing staffing levels, roles,
authority levels and workload for each entity involved in the development process.
\4a rix Oro_p Ip.
Agreement No. 6440
I`r>>pn�; °I if) Cc) i I fIf.I I El Segunclo, CA
i""'a lll42 Assess Stakeholder Satisfaction with Development Services.
To ensure that the project team has a good understanding of the customer's perspective
of the development review and permitting service levels provided by the City, we will
conduct both an online stakeholder survey and two focus group meetings with prior
customers.
We will conduct an online survey that can be distributed electronically to all prior
customers who have conducted business with the City in the last two years. This will
ensure a broad representation of prior clients and those involved in all aspects of the
development review, permitting and inspection processes. The survey will ask specific
questions about service levels, processing times, technology utilization, and the quality
of staff services. These efforts will be designed to understand the key concerns that are
impacting satisfaction levels. This effort will also be utilized to identify suggestions from
customers for improvement opportunities and the key strengths of existing operations.
In addition to the online survey, the project team will conduct two focus groups with prior
customers to elicit more detailed and specific information regarding the City's processes.
The interactivity of a focus group typically provides clearer feedback and enables the
project team to follow up on issues identified in the survey. Each focus group would
consist of individuals who have recently conducted business with the City. One of the
focus group meetings may be conducted virtually to provide out of town customers, and
those with limited time availability, an opportunity to participate.
Task 0eflvcc rabl — Summary of customer feedback from the online survey and focus
group meetings identifying key trends and issues related to the development review
process.
i""'aslll43 Compare Development Review, Permitting and Inspection
Operations to Industry Best Practices.
The purpose of this task is to evaluate the services provided by the City related to
application review, permitting, and inspection processes, organization, staffing, and
operational activities in the context of best management practices in the profession.
When conducting the best management practices assessment, each operational area
would be assessed against a unique set of management practices. We will evaluate the
programs and practices of the various departments involved in providing development
review services in areas such as staffing, management and strategic planning, processes
Matrix Consulting Group 15
Agreement No. 6440
(;oII d Jci H L)(., r op�ut i i /H ,r. ant �riiiiitlt), (;
utilized, employee training, communication, timelines, technology, educational materials,
website, etc.
The best practice assessment will include the identification of areas where the City
currently meets or exceeds the best practice. More importantly, the analysis will identify
areas where current gaps and shortcomings exist and therefore present opportunities for
improvement of existing operations. The best practice assessment will begin to clearly
identify major operational issues and will include preliminary analysis of applicable
workload and process data. The issues identified in the best practice assessment will
form the base for the analytical efforts in the next task.
'asl'a Daft ; L,, -Ible °°°°°° An evaluation of operations in comparison to best management
practices to identify current strengths and existing gaps.
l°'alll4r 4 Evaluate Operational Practices, Technology, Service Levels, Staffing,
and Organizational Structure Related to Development Review
Activities.
This task involves an evaluation of workload, staff utilization, work practices, technology
use, service levels, and organizational structure within the development review and
associated processes. We will address these issues by employing the following
approaches:
• oulllluv tJll,'ie ader Uacy of uu ,ha our° wourmllllr practices utii'i ed by each fuunctiourrm This
analysis will include the review of three years of development related workload for
each functional area of the development review process. Additional analysis will
focus on the identification of opportunities to streamline internal processes and
assignments as well as work practices to increase productivity and/or enhance
their effectiveness. Also, we will identify the degree to which key projects or work
tasks are not being accomplished due to lack of staff and assess the extent to
which tasks could be absorbed through streamlining of work process, if at all. Also,
analysis would focus on defining specific roles of departments/staff in the review
and permitting process.
urclllyze reolll')ou'rce and review i:imeiiuur'eso. The focus of this sub -task is for the
project team to conduct an in depth analysis of response and review timeliness.
The project team will evaluate the previous three year's workloads to understand
processing timelines. Analysis will include the timeliness of processing
applications, conducting initial and subsequent application reviews, issuing
permits (or approval), scheduling and completion of inspections, and finalizing
Matrix Consulting Group 16
Agreement No. 6440
r, E l I a DI-whlpinn ill 'ir eiJ El Segundo, CA
certificate of occupancies. Also, we will identify where timelines are not in
compliance with established performance metrics, adopted local and state
ordinance, regulation, or statute, and/or industry best practice.
I;,,, valllu ate cus.stoirner seiimvice iincludiing iin°teriinal aind exteirminaJl cup stoiniers The project
team will analyze the level of service provided to both internal and external
customers. The project team will address coordination between departments/
divisions related to the development process and approach used for public
outreach and education. The analysis will include an assessment on how to
improve coordination and communication between review entities and the
potential impact of alternative operational approaches for internal and external
customers.
vallllaate IIII` olllliaiiiesW III'' it°ocedur ir° s . rund oirA in irmces, We will evaluate the various
development policies to ensure they appropriately allocate responsibility for
decision -making authority and that policies are being implemented. The evaluation
would include an assessment of the effectiveness of the current policies to ensure
compliance with all adopted policies, procedures, ordinances, state statues, and
directives. We would specifically review the policies and process to ensure
consistency in the development process.
gvalllLuate� te&hiii°ih6ogy symsterns. This task will focus on understanding and
assessing current, and planned, technology systems utilized by the City. The
project team will evaluate how effectively the City is utilizing the permitting
software suite, the degree to which GIS is implemented and utilized, how mobile
and handheld devices are used in the field (e.g., tablets for inspectors), and the
degree to which current systems result in efficient information -sharing and
elimination of duplicative input. We will also evaluate how proposed changes to
the use of technology may impact efficiencies and operations.
vall6ur ate tllh° e 4 illlllll uuy liiix ollll' cuaiimimeii ,t staff. Our project team will evaluate the adequacy
of staffing levels to conduct existing and projected workloads. In this assessment,
we will evaluate whether the staff possess the required skills to perform assigned
tasks and the total number of in-house and/or contracted staff to complete the
current workload within the adopted timelines.
Assess tiow ttie review fu'xiictiiioins air°e ongairiized. The project team
will evaluate the overall plan of organization for the development review functions
included in this study. We will utilize a number of principles in the evaluation of
organizational structure including:
Matrix Consulting Group 17
Agreement No. 6440
I lrflpo"ll Ccl (,oI"I(Iu � �I ),'"'(doII [I1eIII III;'YI'l
Does the approach to organizing development foster accountability?
Are spans of control too broad or too limited?
Does the current organizational structure provide adequate
communication and coordination and enhance shared knowledge?
Do the plans of organization enable staff to provide better service to the
public in terms of cycle times, user friendliness, performance management,
quality control, and consistency?
Will the previously proposed one stop shop enhance services?
The end result of this analysis will be a proposed organizational structure for the
provision of services and specific staffing levels to meet service demands.
At the conclusion of this task, we will have evaluated all aspects of the development
review, permitting, and inspection processes including operational practices, service
levels, technology, workflows, work activities, staffing, and organizational structure to
identify improvement opportunities.
At this juncture, we are able to thoroughly evaluate the efficiency and performance of
current operations. Based on our evaluation, we will determine service improvement
opportunities and the policy or process changes needed to increase consistency or the
efficiency and effectiveness of the development review practices. The resulting
recommendations will help improve process, effectiveness, business practices, delivery
models, communication, staffing and organizational needs.
Task _f) i vev -able -The deliverable of this task would be a summary of improvement
opportunities and proposed adjustments in work practices, policies and procedures
employed, authority levels, service levels, customer service, organizational
structure, operations and staffing levels.
Task 5 � Develop a Final Report and Implementation Plan.
Once the work tasks noted above have been completed, our analysis, findings, and
conclusions will be documented and reviewed with City staff. The draft and final reports
will contain the following elements:
• An executive summary that includes the recommendations, lead entity for
implementation, timeframe, and associated cost/savings.
• Final analysis of the stakeholder survey and focus group meeting feedback.
• Final best practices analysis.
t1111>; Con"; uf' h (IJ Gi oup I f�a
Agreement No. 6440
1.. 4`Il_Io's rV1 Io Clov Id. ICIi _I II'C VIr;�)1II I0111 `i,U dll_`iro:„,, "\ e.. 11nuJ. ll'�,
Detailed analysis of historic workload trends, performance metrics, and
impediments to the current process. Recommendations to improve the current
approach to development review, and identify improvement opportunity relating to
philosophies and commitments, staffing required given these commitments,
managerial and operational practices for improved service delivery.
• Implementation plans that outline each recommendation, including the priority,
timeframe, responsible party, impact on operations and the potential costs or
savings.
Once staff has reviewed the draft report and implementation plan, we would develop the
final report and deliver to the City. We will be available to make a presentation of our
findings and recommendations to the City Manager and/or City Council upon request.
`ask Deliverable The product of this task would be the draft and final reports, and
implementation plan.
We propose to conduct this engagement over a fourteen (14) week period as outlined in
the scheduled below.
1. Current State Assessment
2. Stakeholder Survey / Focus Groups
3. Best Practices Assessment
4. Operational / Staffing Assessment
5 Final Report
Our schedule is adjustable depending on the availability of City staff and the project
steering committee to initiate the project, assist with data collection, and review
deliverables associated with each task.
Matrix Consulting Group 19
Agreement No. 6440
I onw� o Cond dc 1 )('vN o) n wnt ;'Sari,, "" ne I It I do'
1 4. Cost Proposal
We are proposing to conduct this engagement for the defined at a not -to -exceed price of
$48,700 as detailed in the following budget.
11" OJ �'ect
YZ'
. .. . ...... . ................ ....
1. Current State Assessment
4
32
. ...
32
.....
68
2. Stakeholder Survey / Focus Groups
4
12
20
36
3. Best Practices Assessment
8
16
16
40
4. Operational / Staffing Assessment
8
32
24
64
5. Final Report
8
24
24
56
Total Hours
32
116
116
264
Hourly Rate
$240
$185
$135
Total Professional Fees
$7,680
$21,460
$15,660
$44,800
.. ... .....
Travel Expenses
. ........
— - ----------
$3,900
Total Project Cost
$48,700
We typically bill monthly for actual time and expense incurred,
Matrix Consulting Group 20