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HomeMy WebLinkAbout- - (9)Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 1 of 18 PROFESSIONAL SERVICES AGREEMENT WORK ORDER TYPE THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and MATRIX CONSULTING GROUP LTD., a California Corporation, hereinafter referred to as the "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with any project Work Orders for 9740 Organizational Assessment and Analysis On-Call Consulting Services, issued by the City. A blank sample of a work order is attached hereto as Exhibit A, consisting of one (1) page and is incorporated herein by this reference. A general scope of services is attached hereto as Exhibit C, consisting of five (5) pages and is incorporated herein by this reference. The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. Irrespective of references in Exhibit A to certain named third parties, the Professional shall be solely responsible for performance of all duties hereunder. The term “Work” as used in this Agreement shall include the services and deliverables contained in Exhibit A and any Work Orders issued by the City. The City may, at any time during the term of a particular Work Order and without invalidating such Work Order, make changes to the scope of the particular services. Such changes shall be agreed upon in writing by the parties by Change Order, a sample of which is attached hereto as Exhibit B, consisting of one (1) page and incorporated herein by this reference. 2. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 3. Contract Period. This Agreement shall commence April 1, 2023, and shall continue in full force and effect until March 31, 2024, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties only at the time of renewal. Written notice of renewal shall be provided to the Professional and mailed no later than thirty (30) days prior to contract end. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least ten (10) days prior to the DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 2 of 18 termination date contained in said notice unless otherwise agreed in writing by the parties. In the event of early termination by the City, the Professional shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Professional 's obligations under this Agreement. Professional shall submit a final invoice within ten (10) days of the effective date of termination. Undisputed invoices shall be paid Net 30 days of the date of the invoice. Such payment shall be the Professional 's sole right and remedy for such termination. 5. Notices. All notices provided under this Agreement shall be effective immediately when emailed or three (3) business days from the date of the notice when mailed to the following addresses: Service Provider: City: Copy to: Matrix Consulting Group Ltd. Attn: Aaron Baggarly Project Manager 1650 S. Amphlett Blvd., Ste. 213 San Mateo, CA 94402 ABaggarly@MatrixCG.net City of Fort Collins Attn: Kathryne Marko PO Box 580 Fort Collins, CO 80522 KMarko@fcgov.com City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 purchasing@fcgov.com 6. City Representative. The City will designate, prior to commencement of the Work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 7. Design, Project Insurance and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City its officers and employees, in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City and for the City's costs and reasonable attorney’s fees arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain insurance in accordance with Exhibit E, consisting of one (1) page, attached hereto and incorporated herein. 8. Compensation. In consideration of services to be performed pursuant to this Agreement, the City agrees to pay the Professional on a time and reimbursable direct cost basis designated in Exhibit D, consisting of two (2) pages, attached hereto and incorporated herein by this reference. At the election of the City, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each such Work Order. Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 3 of 18 Professional's City-verified progress in completing the services to be performed pursuant to the Work Order and upon approval of the Professional's direct reimbursable expenses. Final payment shall be made following acceptance of the Work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. Invoices shall be emailed to invoices@fcgov.com with a copy to the City Representative. The cost of the work completed shall be paid to the Professional following the submittal of a correct itemized invoice by the Professional. The City is exempt from sales and use tax. The City’s Certificate of Exemption license number is 09804502. A copy of the license is available upon written request. The City pays invoices on Net 30 days from the date of the invoice. 9. Appropriation. To the extent this Agreement or any provision in it constitutes a multiple fiscal year debt or financial obligation of the City, it shall be subject to annual appropriation by City Council as required in Article V, Section 8(b) of the City Charter, City Code Section 8-186, and Article X, Section 20 of the Colorado Constitution. The City shall have no obligation to continue this Agreement in any fiscal year for which no such supporting appropriation has been made. 10. License. Upon execution of this Agreement, the Professional grants to the City an irrevocable license to use any and all sketches, drawings, specifications, designs, blueprints, data files, calculations, studies, analysis, renderings, models and other Work Order deliverables (the “Instruments of Service”), in any form whatsoever and in any medium expressed, for purposes of constructing, using, maintaining, altering and adding to the project, provided that the City substantially performs its obligations under the Agreement. The license granted hereunder permits the City and third parties reasonably authorized by the City to reproduce applicable portions of the Instruments of Service for use in performing services or construction for the project. In addition, the license granted hereunder shall permit the City and third parties reasonably authorized by the City to reproduce and utilize the Instruments of Service for similar projects, provided however, in such event the Professional shall not be held responsible for the design to the extent the City deviates from the Instruments of Service. This license shall survive termination of the Agreement by default or otherwise. 11. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on any Work Order and every thirty days thereafter, the Professional is required to provide the City Representative with a written report of the status of the Work with respect to the Work Order, Work Schedule and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 12. Independent Contractor. The services to be performed by the Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of the Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 4 of 18 purpose. 13. Subcontractor/Subconsultants. The Professional may not subcontract any of the Work set forth in the subsequent Work Orders without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor/subconsultant must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor/subconsultant will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor/subconsultant and the City, nor will it obligate the City to pay or see to the payment of any subcontractor/subconsultant, and (d) the Work of the subcontractor/subconsultant will be subject to inspection by the City to the same extent as the Work of the Professional. The Professional shall require all subcontractor/subconsultants performing Work hereunder to maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit E, consisting of one (1) page attached hereto and incorporated herein by this reference. The Professional shall maintain a copy of each subcontract’s certificate evidencing the required insurance. Upon request, the Professional shall promptly provide the City with a copy of such certificate(s). 14. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 15. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the Work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 16. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this Agreement, such party may be declared in default. 17. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail themselves of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 5 of 18 18. Entire Agreement; Binding Effect; Order of Precedence; Authority to Execute. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties regarding this transaction. Covenants or representations not contained in this Agreement shall not be binding on the parties. In the event of a conflict between terms of the Agreement and any exhibit or attachment, the terms of the Agreement shall prevail. Each person executing this Agreement affirms that they have the necessary authority to sign on behalf of their respective party and to bind such party to the terms of this Agreement. 19. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. The Parties further agree that Larimer County District Court is the proper venue for all disputes. If the City subsequently agrees in writing that the matter may be heard in federal court, venue will be in Denver District Court. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 20. Utilization by Other Agencies. The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Nothing herein shall be deemed to authorize or empower the Agency to act as an agent for the City of Fort Collins in connection with the exercise of any rights hereunder, and neither party shall have any right or authority to assume or create any obligation or responsibility on behalf of the other. The other Agency shall be solely responsible for any debts, liabilities, damages, claims or expenses incurred in connection with any agreement established between them and the Professional. The City’s concurrence hereunder is subject to the Professional’s commitment that this authorization shall not have a negative impact on the work to be completed for the City. 21. Prohibition Against Unlawful Discrimination. The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 6 of 18 retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its vendors to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party vendors and their subcontractor/subconsultants at every tier. 22. Governmental Immunity Act. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the notices, requirements, immunities, rights, benefits, protections, limitations of liability, and other provisions of the Colorado Governmental Immunity Act, C.R.S. § 24-10-101 et seq. and under any other applicable law. 23. Colorado Open Records Act. The City is subject to Sec. 24-72-201 et seq. of the Colorado Revised Statute (CORA). This Agreement is subject to public disclosure in whole pursuant to CORA. 24. Force Majeure. No Party hereto shall be considered in default in the performance of an obligation hereunder to the extent that performance of such obligation is delayed, hindered, or prevented by force majeure. Force majeure shall be any cause beyond the control of the defaulting Party which could not reasonably have been foreseen and guarded against. Force majeure includes, but is not limited to, acts of God, fires, riots, pandemics, incendiarism, interference by civil or military authorities, compliance with regulations or orders of military authorities, and acts of war (declared or undeclared), provided such cause could not have been reasonably foreseen and guarded against by the defaulting Party. Force majeure shall not include increases in labor, commodity, utility, material, supply, fuel, or energy costs, or compliance with regulations or orders of civil authorities. To the extent that the performance is actually prevented, the Consultant must provide written notice to the City of such condition within ten (10) days from the onset of such condition. 25. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit F - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. [Signature Page Follows] DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 7 of 18 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director Date: ATTEST: APPROVED AS TO FORM: MATRIX CONSULTING GROUP LTD. By: Printed: Title: Date: DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C President 3/23/2023 Richard Brady Assistant City Attorney 3/27/2023 City Clerk Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 8 of 18 EXHIBIT A WORK ORDER FORM PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND MATRIX CONSULTING GROUP LTD. WORK ORDER NUMBER: PROJECT TITLE: ORIGINAL BID/RFP NUMBER & NAME: 9740 Organizational Analysis and Assessment On-Call Consulting Services MASTER AGREEMENT EFFECTIVE DATE: April 1, 2023 WORK ORDER COMMENCEMENT DATE: WORK ORDER COMPLETION DATE: MAXIMUM FEE: (time and reimbursable direct costs): PROJECT DESCRIPTION/SCOPE OF SERVICES: Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Master Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement and this Work Order (including the attached forms) the Master Agreement shall control. The attached forms consisting of ( ) page(s) are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this document. PROFESSIONAL: Date: Aaron Baggarly, Project Manager ACCEPTANCE: Date: TBD, City Representative REVIEWED: Date: Ed Bonnette, Senior Buyer ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 9 of 18 EXHIBIT B CHANGE ORDER NO. PROJECT TITLE: 9740 Organizational Analysis and Assessment On-Call Consulting Services PROFESSIONAL: MATRIX CONSULTING GROUP LTD. WORK ORDER NUMBER: PO NUMBER: DESCRIPTION: 1. Reason for Change: Why is the change required? 2. Description of Change: Provide details of the changes to the Work 3. Change in Work Order Price: 4. Change in Work Order Time: ORIGINAL WORK ORDER PRICE $ .00 TOTAL APPROVED CHANGE ORDER .00 TOTAL PENDING CHANGE ORDER .00 TOTAL THIS CHANGE ORDER .00 TOTAL % OF THIS CHANGE ORDER % TOTAL C.O.% OF ORIGINAL WORK ORDER % ADJUSTED WORK ORDER COST $ .00 PROFESSIONAL: Date: Aaron Baggarly, Project Manager ACCEPTANCE: Date: TBD, City Representative REVIEWED: Date: Ed Bonnette, Senior Buyer ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 10 of 18 EXHIBIT C GENERAL SCOPE OF SERVICES The selected consultant will perform an organizational analysis of the City’s local compliance teams in Environmental Services, Community Development and Neighborhood Services, and Environmental Regulatory Affairs. This analysis will culminate into a set of recommendations for process improvements, policy changes, and/or shifts in organizational structure depending on the consultant’s findings along with a phasing and implementation plan. In addition, the goal is to award an on-call work-order professional services agreement that can be renewed for up to five years maximum for future similar organizational assessment and analysis projects. A. Work Order #1 General Scope of Work The City is evaluating its processes, policies, and organizational structure related to compliance with local laws and regulations and is seeking consultant services to assist with this project. Local compliance teams are located throughout the organization in three primary areas. The first is the Environmental Services Department (ESD), which is housed within the organization’s Sustainability Services Area and deals primarily with local compliance issues related to air quality and waste reduction & recycling. The second is Community Development and Neighborhood Services (CDNS), which is housed within the Planning, Development, and Transportation Service Area and deals primarily with local regulations in the areas of zoning, code compliance, and building inspections. The third is the Environmental Regulatory Affairs division (ERA), which is housed within the municipal Utilities Service Area and deals primarily with local compliance issues related to stormwater quality, construction sites, spills. With the goals of exceptional and equitable service to the community, organizational effectiveness and efficiency, and community and workforce safety and wellbeing in mind, the City hopes to evaluate and improve its distributed approach to local compliance. Often, there are several City inspectors/compliance staff at one site at a time, and there is currently little cross-departmental talk to promote cross-training and knowledge/skill/ability duplication. The City hopes that an in-depth evaluation of the organization’s approach to local compliance will help ESD, CDNS, and ERA address staffing challenges through knowledge and skill duplication and encourage employees to use PTO; gain a clearer understanding of the customer experience when interacting with City compliance staff; and provide better and more streamlined service to the community in this critical area. B. Work Order #1 Scope of Work Deliverables/Milestones The selected Professional will perform an organizational analysis of the City’s local compliance teams in Environmental Services, Community Development and Neighborhood Services, and Environmental Regulatory Affairs. This analysis will culminate into a set of recommendations for process improvements, policy changes, and/or shifts in organizational structure depending on the consultant’s findings along with a phasing and implementation plan. Expected project milestones include: 1. Project Kickoff & Initial Grounding The Professional’s team and the project core team will have a kickoff meeting to review project milestones, clarify what success looks like, and adjust the scope and deliverables accordingly. DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 11 of 18 DELIVERABLE: Meeting notes and revised scope of work. 2. Organization and Peer Cities Research & Initial Recommendations The Professional will conduct an initial organizational assessment of the City’s approach to local regulatory compliance and resulting impacts on customer experience and community compliance trends. Relevant organizational charts will be provided by the City. • The assessment will include focus groups/interviews with compliance staff in ESD, CDNS, and ERA to understand and synthesize employee experience in this functional area. City staff will identify participants and provide the selected consultant team with their information. • Additionally, the assessment should include a comprehensive breakdown of customer/user experience when interacting with compliance staff. This portion of the project will require analysis of different types of customer interactions, including projects that may involve all three local regulatory compliance working groups (such as residential building construction/development) as well as projects or instances in which only one working group is involved (such as occupancy violations). • The analysis will include a geographic mapping component that displays the location of local noncompliance complaints. This component will include an assessment of “hotspots” for noncompliance as well as potentially underserved areas where communities are experiencing noncompliance and failing to report issues to City staff. In addition to the initial internal organizational assessment and community mapping, the Professional will conduct peer cities research to understand external trends and best practices for organizational structure, policies, and processes related to local regulatory compliance. Peer cities will be provided by Fort Collins City staff. • Peer cities research will include an analysis of compliance staffing structures, policies/processes, and success evaluation criteria/metrics in a list of peer communities provided by City staff. The Professional will synthesize trends and industry best practices to include in the assessment. DELIVERABLE: The Organization and Peer Cities Research & Initial Recommendations deliverable will be a written document that synthesizes key findings from internal interviews/focus groups, customer experience analysis, compliance mapping, and peer cities research. The document should also provide initial recommendations for process/policy/organizational structure improvements for local compliance staff going forward. 3. Second Round of Engagement Given the complexities and sensitivities that accompany large procedure changes or organizational restructuring, the Professional will present their initial findings and recommendations to a variety of stakeholders, including the core internal staff team for this project, focus groups of impacted employees, and the project’s Executive Sponsors. The Professional will be responsible for recording feedback and reactions to their initial recommendations from these groups and engaging in additional dialogue as necessary/directed for the internal staff team. DELIVERABLE: The Second Round of Engagement Deliverable will be a written document that details stakeholder feedback to the Professional’s initial process/policy/structure DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 12 of 18 recommendations. The Professional will conduct a formal debrief with the project core team of findings and allow City staff to provide their understanding of feedback and reactions from the second round of engagement prior to revising the initial recommendations in a final report and implementation plan. 4. Revised Recommendations and Implementation Plan After receiving feedback and reactions from internal stakeholders on initial process/policy/organization structure recommendations, the Professional will revise their recommendations to reflect a careful balance of industry/peer best practices and the unique needs and concerns of the City of Fort Collins. DELIVERABLE: The Revised Recommendations and Implementation Plan deliverable will be a written document that details the Professional’s revised process/policy/organizational structure recommendations based upon internal stakeholder feedback. In addition to revised recommendations with a rationale for each change from the initial recommendation, the Professional will include recommendations for phasing and implementing the suggested changes in a formal implementation plan. Finally, the deliverable should include quantitative and qualitative evaluation criteria that City staff can use to assess the success of the implementation of the Professional’s revised recommendations. C. Professional’s Response: 1. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. A principal of the firm is involved in every project, providing oversight, quality control and management assistance for all of our studies. As the leader of our general consulting practice Alan Pennington, a Senior Vice President of the firm, will act as a project executive. Alan will be supported by Aaron Baggarly, a Senior Manager of the firm who will serve as the project manager. 2. Briefly describe the approach to execute the scope of work to include the methods and assumptions used, and any exceptions and/or risks. Important to the success of the project are the methods that Professional will use to collect, analyze, and present information in order to formulate findings and develop and assure acceptance of recommendations. Professional has developed and fine-tuned over the years, a number of information gathering tools and techniques. These tools enable us to gather information efficiently and quickly. Examples of the tools that we will employ in this project include the following: • Interviews. Interviews are a staple of our consulting approach. In this study, we will interview the appropriate individuals managing and carrying out the work and from operating departments to understand their service needs and expectations. Given the Covid-19 environment we are experienced and prepared to conduct these interviews virtually and are in a hybrid mode now. • Data Analysis and Performance Metrics. Professional uses “best management practices” against which to assess the services provided in the City. The analysis of best practices for services, efficiency and effectiveness has been increasingly utilized in the DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 13 of 18 public sector to evaluate organizations. We will utilize a list of quantitative and qualitative best practices that have been developed by the Matrix Consulting Group or by professional associations to benchmark performance. • An Inclusive Stakeholder-Oriented Approach. Stakeholder involvement is a critical component of this study. Professional proposes to conduct individual interviews with managers and supervisors, as well as a representative number of line staff, in both individual and group interviews. Additionally, Professional will interview selected other City employees to understand their perspective on the services provided and needed. As critical as initial input is, communication and collaboration throughout the process supports the implementation of change. Professional recommends the creation of a project committee to work with us in this project. This committee’s role would be to review and critique our findings, conclusions, and recommendations as they are developed. We would prepare progress reports periodically throughout the study to report progress to date, problems or obstacles encountered, and planned project activities over the next several weeks. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. Professional prides itself on its client communication, including email correspondence, virtual and in-person interviews and meetings, as well as stakeholder presentations. When communicating with clients, we utilize virtual or in-person interviews and meetings, allowing us to communicate our questions most effectively, information requests, or provide process insights. After meetings have occurred Professional will follow-up with emails to key project team members to provide a written audit trail of requested information, due dates, etc. 4. Include a description of the software and other analysis tools to be used. Professional primarily use Microsoft Office, ArcGIS, QGIS, and R as analytical tools. 5. Identify what portion of work, if any, may be subcontracted or outsourced to subconsultants. Include all applicable information herein requested for each Professional. Professional will not be partnering with any subcontractors on this engagement. 6. How will you ensure compliance with Covid-19 requirements? Because of COVID-19, Professional understands the City may use non-traditional methods for the optional interview phase of the assessment process, including, but not limited to remote interviews through a platform such as Microsoft Teams or Zoom. We support these approaches and have 3 years of experience utilizing them. As a result, Professional understands and will comply with Covid-19 requirements as stated in the City’s RFP including compliance with all state, county, and local laws, ordinances, and public health orders, ensuring employees with COVID-19 symptoms do not report to the job site, organizing work to ensure individuals minimize contact and maximize social distancing, and requiring individuals to wear a mask or cloth face covering consistent with local public health recommendations and other applicable safety requirements. DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 14 of 18 7. Are other qualified personnel available to assist in meeting the project schedule if required? Yes. Professional has the resources in-house to meet all elements of this project. If additional resources are needed, we have personnel with expertise in the evaluation and consultation related to all city services (public works, parks and recreation, human resources, and public works), as well as law enforcement, fire and EMS, and emergency communications. We also have business segments for the analysis of fleet, facilities, and all aspects of financial services. 8. Provide an organization chart / proposed project team. Professional’s project team is outlined in the following organizational chart: Alan Pennington Project Aaron Baggarly Project Manager / Lead Analyst Jen Winter Senior Chas Jordan Analyst David Branch Analyst Joe McDonald Analyst Ryan Peterson GIS Analyst DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 15 of 18 EXHIBIT D BID SCHEDULE/COMPENSATION Cost and Work Hours 1. Estimated Hours by Task: Provide estimated hours for each proposed task by job title and employee name, including the time required for meetings, conference calls, etc. 2. Cost by Task: Provide the cost of each task identified in the Scope of Proposal section. Provide a total not to exceed cost for the Scope of Proposal. Price all additional services/deliverables separately. Professional is proposing to conduct this assessment for a total fixed not-to-exceed price for professional services for $88,400. Price breakdown by task is presented in the table below. Task Total Fee 1. Project Kickoff $4,900 2. Current State Assessment $19,800 3. Customer Service Survey $8,400 4. Workload Mapping & Analysis $7,400 5. Comparative Assessment $8,800 6. Organizational and Operational Analysis $15,000 7. Initial Findings Review $9,200 8. Final Report and Implementation Plan $14,900 Total Professional Fees $88,400 Task Alan Pennington Sr VP Aaron Baggarly/ Jen Winter Sr. Mgrs. Chas Jordan /David Branch Mgrs. Joe McDonald / Ryan Peterson Consultant Total Hours 1. Project Kickoff 2 12 8 4 26 2. Current State Assessment 4 48 40 16 108 3. Customer Service Survey 2 16 12 20 50 4. Workload Mapping and Analysis 2 12 8 24 46 5. Comparative Assessment 4 16 8 24 52 6. Organizational, Operational Analysis 8 32 24 16 80 7. Initial Findings Review 2 24 16 8 50 8. Final Report & Implementation Plan 4 40 24 12 80 Total Hours 28 200 140 124 492 DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Assessment and Analysis On-Call Consulting Services Page 16 of 18 3. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title to be used during the term of the Agreement. This fee schedule will be firm for at least one (1) year from the date of the Agreement. The fee schedule will be used as a basis for determining fees should additional services be necessary. Include a per meeting rate in the event additional meetings are needed. A fee schedule for subconsultants/subcontractors, if used, shall be included. Professional’s hourly fee rate for all employees is included below. For additional meetings we assume that each meeting will require two hours (one hour per the meeting, 30 minutes of preparation, and 30 minutes post meeting debrief and next steps). Title Hourly Rate Additional Meeting Cost (2 hours) President $350 $700 Senior Vice President $300 $600 Vice President $250 $500 Senior Manager $200 $400 Manager $175 $350 Senior Consultant $150 $300 Consultant $125 $250 4. All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project and not included in the billing rates must be identified. Reasonable expenses may be reimbursable as per the current rates found at www.gsa.gov. Professional will be required to provide original receipts to the City for all travel expenses. The only direct cost Professional proposes for this engagement is associated with travel cost for in person interviews, meetings, presentations, etc. Our travel policies align with GSA, except we general reimburse for direct meal costs, up to the established per diem, versus providing a flat per diem. Travel expenses generally include employee travel to and from the airport, airport parking, meals, economy class airfare, rental car and fuel, and hotel. We approximate travel expenses to be $3,600 for this study. 5. In addition to the Hourly Rates and Cost by Task provided above, provide the Total Cost Estimate for Work Order #1 found in section II.A and II.B., above. The total cost estimate for professional fees ($88,400) and direct travel expenses ($3,600) for a total project cost of $92,000. DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Analysis and Assessment On-Call Consulting Services Page 17 of 18 EXHIBIT E INSURANCE REQUIREMENTS The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies. In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. Insurance certificates should show the certificate holder as follows: City of Fort Collins Purchasing Division PO Box 580 Fort Collins, CO 80522 The City, its officers, agents and employees shall be named as additional insureds on the Professional 's general liability and automobile liability insurance policies by marking the appropriate box or adding a statement to this effect on the certificate, for any claims arising out of work performed under this Agreement. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement. Workers' Compensation & Employer’s Liability insurance shall conform with statutory limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee, or as required by Colorado law. B. General Liability. The Professional shall maintain during the life of this Agreement such General Liability as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for General Liability, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. C. Automobile Liability. The Professional shall maintain during the life of this Agreement such Automobile Liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for Automobile Liability, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. D. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the amount of $1,000,000. In the event any work is performed by a subcontractor/subconsultant, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor/subconsultant, which liability is not covered by the subcontractor/subconsultant's insurance. DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Official Purchasing Document Last updated 1/2023 Professional Services Agreement – Work Order Type RFP 9740 Organizational Analysis and Assessment On-Call Consulting Services Page 18 of 18 EXHIBIT F CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Professional ceases to perform services for the City, or the City so requests for any reason, the Professional shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Professional understands and agrees that the City’s remedies at law for a breach of the Professional’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Work Order 1 – 9740 Organizational Analysis and Assessment On-Call Consulting Services Page 1 of 6 WORK ORDER FORM PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND MATRIX CONSULTING GROUP LTD. WORK ORDER NUMBER: 1 PROJECT TITLE: Organizational Analysis of City’s compliance teams in Environmental Services, Community Development and Neighborhood Services, and Environmental Regulatory Affairs ORIGINAL BID/RFP NUMBER & NAME: 9740 Organizational Analysis and Assessment On-Call Consulting Services MASTER AGREEMENT EFFECTIVE DATE: April 1, 2023 WORK ORDER COMMENCEMENT DATE: April 1, 2023 WORK ORDER COMPLETION DATE: October 1, 2023 MAXIMUM FEE: (time and reimbursable direct costs): $92,000.00 PROJECT DESCRIPTION/SCOPE OF SERVICES: see attached Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Master Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement and this Work Order (including the attached forms) the Master Agreement shall control. The attached forms consisting of five (5) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this document. PROFESSIONAL: Date: Aaron Baggarly, Project Manager ACCEPTANCE: Date: Kathryne Marko, City Representative REVIEWED: Date: Ed Bonnette, Senior Buyer ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C 3/23/2023 3/27/2023 3/27/2023 3/27/2023 Work Order 1 – 9740 Organizational Analysis and Assessment On-Call Consulting Services Page 2 of 6 Professional’s Response: This section of our proposal presents an overview of the proposed task plan for assessing the City’s local compliance teams in Environmental Services, Community Development and Neighborhood Services, and Environmental Regulatory Affairs. This task plan is similar to our approach for conducting other organizational assessment for all municipal operations. Each of the proposed tasks has an associated delivery that will be shared and reviewed by the City’s core team. The task plan outlined below expands the tasks outlined in the City’s RFP and includes more interim deliverables. We do not propose any options outside the request scope of work. Task 1 Hold a Project Initiation and Develop an Initial Grounding for the Study Upon execution of the contract the project team will hold a formal project kick-off meeting with the City’s project core team to discuss the parameters and reason for this study. The intent of this project kick-off meeting is to confirm the goals and scope of work, finalize the project schedule, develop an initial understanding of available project data, and develop a stakeholder engagement strategy. The City’s core team and project manager should be established. At this meeting, we will also establish regular project check-in meetings. The deliverables for the project kick-off meeting will be a project contact list, updated project schedule, identification of first round of staff interviews, preliminary data collection list, and a revised scope of work if necessary. Task Deliverable – A project initiation meeting that will confirm the project goals, schedule, scope of work, a preliminary data collection list, and a stakeholder engagement strategy. Task 2 Conduct Staff Interviews and Develop a Current State Assessment. To properly evaluate regulatory compliance operations and processes, Professional needs to develop an in-depth understanding of the key issues impacting and shaping service requirements for the community. To develop this perspective, we will conduct interviews with City management, appointed/elected officials, regulatory staff (management to line level) from ESD, CDNS, ERA, and others involved in the regulatory compliance process. We will evaluate current workload data to understand the current volume and types of work being performed. Upon completion of these interviews, Professional will develop a detailed description of the current approach to providing services. Our focus will be on how services are delivered, staffed, managed, as well as the cost associated with delivery of those services. Also, we will document key processes and the utilization of technology for primary work tasks. The development of this detailed description will be based on interviews as well as on the collection of operating information and data, including the documentation of current operational approaches. DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Work Order 1 – 9740 Organizational Analysis and Assessment On-Call Consulting Services Page 3 of 6 Task Deliverable – A current state assessment summarizing the current staffing levels, roles, authority levels and workload for ESD, CDNS, and ERA operations. Task 3 Conduct an Assessment of the Customer and User Experience. The regulatory compliance components of the three departments are highly engaged with both internal and external customers. These interactions are through a combination of application review, permit issuance, and field inspections. In addition to developing an understanding of staff’s perception, the project team will meet with prior customers of ESD, CDNS, and ERA to understand their perceptions regarding their past interactions with the City and staff. To ensure that the project team has a good understanding of the customer’s perspective of the services provided by the City, Professional will utilize two techniques to obtain input: • Conduct an online stakeholder survey of recent applicants to obtain the widest possible input regarding the City’s regulatory compliance operations. This survey will be distributed electronically to prior customers of the City over the last 3 years and include questions regarding the efficiency, effectiveness and clarity of current processes and request input on the current strengths and improvement opportunities for existing processes and procedures. • Conduct up to four focus groups with prior customers to elicit more detailed and specific information regarding the City’s regulatory processes. Each focus group would consist of individuals who have recently conducted business with the City as well as representatives from professional trade groups. Professional recommends that at least some of the focus groups be conducted virtually to provide the greatest flexibility and opportunity for individuals to participate in this process. These efforts will be designed to understand the customer’s perceptions of the City’s process, associated challenges, and strengths of the service environment and to identify those changes the customers would most like to see implemented to improve service delivery. Task Deliverable – Summary of customer feedback from the online survey and focus group meetings identifying key issues related to the regulatory compliance process. Task 4 Evaluate Regulatory Compliance Workload to Ensure Equitable Outcomes for all Community Members. This task will evaluate historic regulatory compliance workload for ESD, CDNS, and ERA workload and where activity has taken place in the community. Professional will evaluate the historic workload to understand the location of investigations completed, where notice of violations occurs, and enforcement action taken to determine if there is a concentration in underrepresented areas of the City. This analysis will be completed by department first and DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Work Order 1 – 9740 Organizational Analysis and Assessment On-Call Consulting Services Page 4 of 6 then in aggregate. It is critical to understand where complaints are validated, and the action taken to determine if there are imbalances of enforcement action in certain communities. Once the geographic location of noncompliance complaints is mapped, the project team will overlay with demographic data and analyze. This analysis will identify any inequalities in investigations and enforcement action by City staff. Task Deliverable – Analysis of historic workload to determine if compliance inequalities exist and a gap analysis of current operations through an equity lens. Task 5 Develop a Comparative Assessment of Regulatory Compliance Operations. In this task, the project team will conduct an organizational structure, policies, procedures, processes, workload, and staffing comparative assessment up to six other comparative entities in Colorado or elsewhere. We would compare the service delivery model, organizational structure, technology utilization, and other organizational characteristics to current Fort Collins operations and structure. The comparative survey would provide insight regarding how the City compares to other municipal organizations and identify areas for further inquiry for potential modification to enhance efficiency and effectiveness of service delivery utilization. Task Deliverable – An evaluation of the City regulatory compliance operations and organizational structure compared to six comparable jurisdictions and a summary of issues identified from this assessment. Task 6 Develop a Diagnostic Assessment of Regulatory Compliance Services, Training, Processes, Policies, and Organizational Structure. This task involves an evaluation of work practices, service levels, training, processes, and adopted policies, procedures, and ordinances for providing regulatory compliance services. This analysis will provide context for recommended changes. Professional will address these issues by employing the following approaches: • Evaluate policies and procedures. Professional will evaluate the various adopted policies to ensure they appropriately allocate responsibility for services, policies are consistent between departments, and that policies are being followed and 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 determine potential chokepoints in the various processes. Also, Professional will review current policies and procedures to ensure consistency in their application and that roles are clearly defined. • Analyze current processes to identify improvement opportunities. The project team will evaluate current workflows and processes, laws, and regulations to identify issues that are driving any inefficiencies in processes, communication, collaboration, DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Work Order 1 – 9740 Organizational Analysis and Assessment On-Call Consulting Services Page 5 of 6 or other issues that impact the efficiency of the various departmental operations. This analysis will also include a review of services provided by ESD, CDNS, and ERA to determine if there is any duplicative work efforts and services. • Review staff training and identify cross training opportunities. In this subtask the project team will review historic and current staff training programs, certifications, and skill set to determine if there are cross training opportunities. Where appropriate the analysis will identify cross training opportunities to improve operational efficiencies and improved customer service levels. • Assess how regulatory compliance functions are organized. The project team will evaluate the overall plan of organization for ESD, CDNS, and ERA. We will utilize a number of principles in the evaluation of organizational structure including: - Does the approach to organizing development foster accountability? - Are spans of control too broad or too limited, are they consistent? - 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 investigations, follow-up, and enforcement action? Each of these subtasks will be completed in the context of prevailing industry practices and to meet the unique operating environment of Fort Collins. The result of this task will be a comprehensive assessment, findings, and recommendations to improve structure, technology utilization, policies, and processes. Task Deliverable – A diagnostic assessment of current technology systems, policies, processes, training, and organizational structure for regulatory compliance operations. Task 7 Develop Initial Findings and Recommendations and Discuss With Key Internal Stakeholders. Upon the conclusion of Tasks 2 – 5, the Professional’s project team will develop a preliminary assessment of key findings and recommendations. This preliminary assessment will synthesize the findings from the current state assessment, comparative analysis, customer service/stakeholder feedback, and workload analysis into a single document that include initial recommendations. This preliminary assessment will be shared with the City’s core project team for their review. The Professional’s project team will facilitate a review workshop with the City’s core team and other key staff to review the preliminary assessment. The review workshops will focus on discussion of the preliminary findings and recommendations, obtaining staff’s feedback, and feasibility determination of the recommendations. The Professional’s project team will summarize the feedback received in a memo and share DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C Work Order 1 – 9740 Organizational Analysis and Assessment On-Call Consulting Services Page 6 of 6 with the City’s project core team. A subsequent discussion will be held with the project core team and additional comments will be incorporated before finalizing the findings and recommendations. Task Deliverable – A preliminary analysis that includes key findings and recommendations and a memo outlining the feedback received from internal stakeholders and the project core team on items of consideration to tailor the recommendations to the City’s unique requirements. Task 8 Develop Final Recommendations and an Implementation Plan. Upon finalization of the feedback in the previous task, the project team will modify the draft recommendations and finalize the analysis and recommendations. For this study to be successful, it is important to develop a realistic implementation plan that is prioritized and includes actionable items with adoption time frames for each recommendation. The Professional’s project team will work with the City’s project core team to review and prioritize the recommendations to assist in the development of the implementation plan. Also, both the Professional and City’s teams will collaborate to develop timelines for implementation and assign either a short-, mid-, and long-term timeframe. For each recommendation, the responsible party for implementation will be identified. This may include staff, city management, and/or elected officials depending on the recommendation. Each recommendation will also include the fiscal impact associated with implementation. Additionally, the project team will present the final recommendations and implementation plan to staff, City management, and/or elected officials. Task Deliverable – Develop an implementation plan that assigns a priority level, fiscal impact, identifies responsible party, and a timeline for implementation. The implementation plan will be incorporated into a final report document. Provide an outline of the schedule for completing tasks. Professional proposes to conduct this study over a six-month period as shown in the following schedule: Task April May June July Aug Sept 1. Project Kickoff 2. Current State Assessment 3. Customer Service Survey 4. Workload Mapping and Analysis 5. Comparative Assessment 6. Organizational and Operational Analysis 7. Initial Findings Review 8. Final Report & Implementation Plan DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C INSR ADDLSUBR LTR INSR WVD DATE (MM/DD/YYYY) PRODUCER CONTACTNAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY) COMMERCIAL GENERAL LIABILITY AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE INSURER(S) AFFORDING COVERAGE NAIC # Y / N N / A (Mandatory in NH) ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? EACH OCCURRENCE $ DAMAGE TO RENTED $PREMISES (Ea occurrence)CLAIMS-MADE OCCUR MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ $ PRO- OTHER: LOCJECT COMBINED SINGLE LIMIT $(Ea accident) BODILY INJURY (Per person) $ANY AUTO OWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS AUTOS ONLY HIRED PROPERTY DAMAGE $AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE $ CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below POLICY NON-OWNED SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03) ACORDTM CERTIFICATE OF LIABILITY INSURANCE Sentinel Insurance Company Ltd. Hartford - WC Multiple Issuing Cos Twin City Fire Insurance Company 3/17/2023 USI Insurance Services, LLC 2375 E. Camelback Road, Suite 250 Phoenix, AZ 85016 877 468-6516 Christine Torrance 602 666-4830 610 537-2283 christine.torrance@usi.com Matrix Consulting Group, Ltd 1650 S Amphlett Blvd, Ste 213 San Mateo, CA 94402-1234 11000 00914 29459 A X X X 59SBARO0849 08/08/2022 08/08/2023 2,000,000 1,000,000 10,000 2,000,000 4,000,000 4,000,000 A X X 59SBARO0849 08/08/2022 08/08/2023 2,000,000 A X X X 10,000 59SBARO0849 08/08/2022 08/08/2023 3,000,000 3,000,000 B Y 59WECAB6S04 08/08/2022 08/08/2023 X 1,000,000 1,000,000 1,000,000 C Professional Liab 59PG0297372 08/08/2022 08/08/2023 $2,000,000/$3,000,000 $10,000 ded/each claim General Liability, including completed operations, and Auto Liability include an automatic Additional Insured endorsement that provides Additional Insured status to the Certificate Holder, only when there is a written contract or written agreement between the named insured and the certificate holder and with regard to work performed by or on behalf of the named insured. General Liability, Auto Liability and Workers Compensation provide a blanket Waiver of Subrogation in favor of the same, when required by written (See Attached Descriptions) City of Fort Collins PO Box 580 Fort Collins, CO 80522 1 of 2 #S39420808/M36888065 MATRICON2Client#: 1635640 GEKZP 1 of 2 #S39420808/M36888065 DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C SAGITTA 25.3 (2016/03) DESCRIPTIONS (Continued from Page 1) contract. General Liability and Auto Liability contain a special endorsement with "Primary and Non- contributory" wording, when required by written contract. This form is subject to any/all respective policy provisions. City of Fort Collins is included as an Additional Insured with respect to General Liability and Auto Liability as Required by written contract. 2 of 2 #S39420808/M36888065 DocuSign Envelope ID: 42743BDF-9CCF-4B45-9E77-211A670FC19C