HomeMy WebLinkAbout106276 THE POLICE EXECUTIVE RESEARCH FORUM PERF - CONTRACT - RFP - P1057 ANALYSIS OF POLICE CAPACITY AND DEPLOYMENT OPTIONSPROFESSIONAL SERVICES AGREEMENT
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 The Police Executive Research Forum, hereinafter referred to as "Professional'.
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
Scope of Services. The Professional agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of four (4) pages, and incorporated
herein by this reference.
2. The Work Schedule. The services to be performed pursuant to this Agreement shall
be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of
one (1) page, and incorporated herein by this reference.
3. Contract Period. This Agreement shall commence June 1, 2007 and shall continue
in full force and effect until September 1, 2007, unless sooner terminated as herein provided.
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 fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent
to the following addresses:
Professional: City: With Copy to:
The Police Executive Research Forum City of Fort Collins, City Hall City of Fort Collins
Attn: Craig Fraser Attn: Wendy Williams Attn: Purchasing
1120 Connecticut Ave NW Ste 930 300 LaPorte Ave PO Box 580
Washington DC 20036 Fort Collins, CO 80521 Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for services
Standard Professional Services Agreement- rev 09/01/06
Structure
• Using both currently accepted standards of police organizational theory and best practice
as well as the unique policing needs of Fort Collins, PROFESSIONAL will make
recommendations for an optimum organizational structure for the police department. This
will include recommendations covering:
o Evaluating the department's current rank structure. The analysis will include
assessing the current number of managers and supervisors allocated for
every level and function, and the authority provided at each level of the chain
of command for accomplishing assigned work.
o Documenting the delineation of command and supervisory responsibilities
and the contact each manager has with subordinates.
o Determining the availability and deployment of command and supervisory
personnel by time of day and day of week.
o Determining whether the organizational structure complies with professionally
accepted practices, such as: unity of command; span of control; and the
logical grouping of activities, functions and organizational components.
o Providing recommendations for enhancements that may be justified in the
future, in the event of additional staffing and/or modification of the
organization structure.
Report
A first draft of the optimal distribution to the FCPD management will be delivered for review
within 45 days or less of signing of contracts and the City's notification to proceed with the
project.
Milestone Payment # 3 — $20,000
PROFESSIONAL will develop a final draft of an optimal allocation within forty-five days of the
City's transmittal of its comments and questions regarding the first draft. This written report will
include complete documentation of findings and recommendations pertaining to all Deliverables.
Presentations will be made as specified in the Request for Proposals.
Final Payment on City's Acceptance of final work products -- $10,279
Standard Professional Services Agreement- rev 09/01/06
10
EXHIBIT "B"
PROFESSIONAL anticipates the following time line for project completion.
WEEK
1
213
4
5
6
7
8
911011
12
1314
TASK
1.1 Kick Off Meeting
X
*
x
x
1.2 Benchmark survey
X
X
X
X
1.3 Develop indicators parameters
X
X
*
*
*
1.4 Project Advisory Group Meeting
X
*
*
*
2.1 Patrol staffing
X
X
X
X
2.2 Investigations staffing
X
X
X
X
2.3 Other units staffing
X
X
X
X
3.1 Recommend optimal staffing
X
X
*
*
*
3.2 Recommend optimal
organizational structure
X
X
3.3 Recommend sworn/civilian mix
X
X
*
*
*
4. Draft Report
X
*
*
5. Final Report
*
*
X
X
X
6. Presentations
*
*
*
X
X
In order to meet the six week deadline to develop the draft report, PROFESSIONAL will perform
a number of project activities simultaneously. The kick-off meeting with the City Manager and
Police Department management will occur during the first week of the project. Study team
members will also be on -site to conduct interviews and gather data for the second group of
deliverables.
Another first week task will be the development of the benchmark survey instrument_ The kick-off
meeting will be used to confirm the items to include in the survey and the desired respondents.
PROFESSIONAL's experience is that such surveys can sometimes take several weeks to
complete. Because the results are needed to develop the parameters for the performance
indicators for the Advisory Group, this meeting will be held the beginning of the fourth week of
the project. The outcome of this meeting will then be used to finalize the optimal staffing
recommendations which will have been "roughed in."
PROFESSIONAL's timeline estimates three weeks for the police department to complete the
response to the first draft. PROFESSIONAL will then create the final draft over a three week
period once comments are received. The final two weeks in the timeline are reserved for
presentations.
Standard Professional Services Agreement- rev 09/01/06
11
r:lirantll• 1R391
1IIIT■1y'1d
ACORDTM CERTIFICATE OF LIABILITY INSURANCE
DATE (MMID
05/23107D(YYYY)
PRODUCER
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
The CIMA Companies, Inc. (CIM)
216 S. Peyton Street
Alexandria, VA 22314
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
703 739-9300
INSURERS AFFORDING COVERAGE
NAIC #
INSURED
Police Executive Research Forum
Suit Connecticut Avenue, NW
Suite 930
Washington, DC 20036
INSURER A: Hartford Casualty Insurance Company
29424
INSURER R: Twin City Fire Insurance Company
29459
INSURER C: Hartford Underwriters Insurance Co.
30104
INSURER D: Chubb Group of Ins. Co.
INSURER E:
K.rr
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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR
IINSR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE MM/DD
POLICY EXPIRATION
DATE (MWDDtYYI
LIMITS
A
GENERAL LIABILITY
42SBAKV7056
12/31/06
12/31/07
EACH OCCURRENCE
s2,000,000
X COMMERCIAL GENERAL LIABILITY
CLAIMS MADE F-X-1 OCCUR
DAMAGE TO RENTEDPREMISE (Ea occurrencel
MED EXP (Any one person)
s300 000
$10 000
PERSONAL& ADV INJURY
$2 000 000
GENERAL AGGREGATE
s4,000,000
GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMP/OP AGG
s4,000,000
POLICY PECRO LOC
T
C
AUTOMOBILE
LIABILITY
ANY AUTO
42UECUB7522
12/31/06
12/31/07
COMBINED SINGLE LIMIT
(Ea accident)
$1,000,000
X
BODILY INJURY
(Per person)
$
ALL OWNED AUTOS
SCHEDULED AUTOS
HIRED AUTOS
NON-OWNEDAUTOS
X
BODILY INJURY
(Per accident)
$
X
PROPERTY DAMAGE
(Peraccident)
$
GARAGE LIABILITY
AUTO ONLY - EA ACCIDENT
$
OTHER THAN EA ACC
$
ANY AUTO
$
AUTO ONLY: AGG
A
EXCESSIUMBRELLA LIABILITY
OCCUR Fx-] CLAIMS MADE
42SBAKV7056
12/31/06
12/31/07
EACH OCCURRENCE
$1000000
AGGREGATE
$1,000,000
DEDUCTIBLE
X RETENTION $ 10000
$
B
WORKERS COMPENSATION AND
EMPLOYERS' LIABILITYFIR
42WECJR5547
12/31/06
12/31/07
WOCSLT MIT OTH-
E.L. EACH ACCIDENT
$1 O00000
ANY PROPRIETOR/PARTNER/EXECUTIVE
Oyes, describe and EXCLUDED?
If yes, describe under
E.L. DISEASE - EA EMPLOYEE
$1,000,000
E.L. DISEASE -POLICY LIMIT
$1,000,000
SPECIAL PROVISIONS below
OTHER professional
81714743
01/31/07
01/31/08
1,000,00011,000,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
Proof of Insurance
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
Fort Collins DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 4 DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
ZED REPRESENTATIVE
ACORD 25 (2001/08) 1 of 2 #S240800/M240045 D G 0 ACORD CORPORATION 1988
IMPORTANT
If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement
on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
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 rights to the certificate
holder in lieu of such endorsement(s).
DISCLAIMER
The Certificate of Insurance on the reverse side of this form does not constitute a contract between
the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it
affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.
^�� ��� • �� Z of z ;F5z4Ut3UU/MZ4U045
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole right
and remedy for such termination.
5. Design, Project Indemnity 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
attorneys 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 commercial general
liability insurance in the amount of $500,000 combined single limits and errors and omissions
insurance in the amount of $N/A.
6. Compensation. In consideration of the services to be performed pursuant to this
Agreement, the City agrees to pay Professional a fixed fee in the amount of Sixty Five Thousand
Two Hundred Seventy Nine Dollars ($65,279). All such fees and costs shall not exceed Sixty Five
Thousand Two Hundred Seventy Nine Dollars ($65,279). 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 Professional's City -verified progress in completing the services
and milestones to be performed pursuant hereto according to Exhibit A consisting of four (4) pages,
and incorporated herein by this reference. 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.
7. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
Standard Professional Services Agreement- rev 09/01/06
2
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.
8. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of Services,
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.
9. Independent Contractor. The services to be performed by 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 Professional's compensation hereunder forthe payment of
FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
10. 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.
11. 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.
12. 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.
13. 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
Standard Professional Services Agreement- rev 09/01/06
3
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
himself 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.
14. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
15. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. 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.
17. Prohibition Against Employing Illegal Aliens. This paragraph shall apply to all
Contractors whose performance of work under this Agreement does not involve the delivery of a
specific end product other than reports that are merely incidental to the performance of said work.
Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor represents and agrees that:
A. As of the date of this Agreement:
1. Contractor does not knowingly employ or contract with an illegal alien; and
2. Contractor has participated or attempted to participate in the basic pilot
employment verification program created in Public Law 208, 104th
Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of
Homeland Security (the "Basic Pilot Program") in order to verify that
Contractor does not employ any illegal aliens.
B. Contractor shall not knowingly employ or contract with an illegal alien to
perform works under this Agreement or enter into a contract with a
subcontractor that fails to certify to Contractor that the subcontractor shall not
knowingly employ or contract with an illegal alien to perform work under this
Agreement.
Standard Professional Services Agreement- rev 09/01/06
4
C. Contractor shall continue to apply to participate in the Basic Pilot Program and
shall in writing verify same every three (3) calendar months thereafter, until
Contractor is accepted or the public contract for services has been completed,
whichever is earlier. The requirements of this section shall not be required or
effective if the Basic Pilot Program is discontinued-
D. Contractor is prohibited from using Basic Pilot Program procedures to
undertake pre -employment screening of job applicants while this Agreement is
being performed.
E. If Contractor obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien,
Contractor shall:
1. Notify such subcontractor and the City within three days that Contractor
has actual knowledge that the subcontractor is employing or contracting
with an illegal alien; and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor
does not cease employing or contracting with the illegal alien; except that
Contractor shall not terminate the contract with the subcontractor if during
such three days the subcontractor provides information to establish that
the subcontractor has not knowingly employed or contracted with an illegal
alien.
F. Contractor shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department") made in the course
of an investigation that the Department undertakes or is undertaking pursuant
to the authority established in Subsection 8-17.5-102 (5), C.R.S.
G. If Contractor violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this
Agreement. If this Agreement is so terminated, Contractor shall be liable for
actual and consequential damages to the City arising out of Contractor's
violation of Subsection 8-17.5-102, C.R.S.
H. The City will notify the Office of the Secretary of State if Contractor violates this
provision of this Agreement and the City terminates the Agreement for such
breach.
THE CITY OF FORT COLLINS, COLORADO
i
By: 090_�t
am s B. O'Neill II, CPPO, FNIGP
Directo urchasing & Risk Management
Standard Professional Services Agreement- rev 09/01/06
5
_ .
4L DATE: S
ATTEST -
City Clerk
Attorney
The Police Executive Research Forum
By: 0Qbk,(u I✓V
lJ G �J
Title: Executive Director
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: 21 May 2007
ATTEST:
orporate Secretary
(Corporate Seal)
Standard Professional Services Agreement- rev 09/01/06
EXHIBIT "A"
Scope of Work
PROJECT APPROACH AND IMPLEMENTATION
PROFESSIONAL will perform the following tasks in order to provide the City of Fort Collins with
a Police Staffing Study that:
1. Helps to determine the appropriate level of staffing in Patrol, Traffic, Detectives,
Administration, Dispatch, Records, Lab -Evidence for the Department to meet its staffing
requirements; and
2. Helps develop deployment strategies that use staff in the most effective manner.
Tasks to be Completed
Establish Advisory Group and Performance Indicators
• Meet with the City Manager and Police Chief to determine the make-up of the project
advisory group, confirm the project approach and work plan and confirm the
benchmark jurisdictions.
• Conduct a benchmark survey of cities similar to Fort Collins to determine staffing
ratios, business practices and use of technology.
• Develop parameters for Ft. Collins police performance indicators. PROFESSIONAL
will develop information for performance indicators as well as explore some additional
measures of investigations performance.
• Present the Project Advisory Group a "menu" of parameters for each indicator.
These menus will combine benchmarks from other jurisdictions, historical data from
Fort Collins, and PROFESSIONAL's knowledge of best practices in policing. The
outcome of this meeting will be a set of performance expectations that will guide a
determination of optimal staffing for the Fort Collins Police Department.
Milestone Payment #1 -- $13,000
Patrol
• Examine the department's current workload data, to determine actual patrol activity
and to identify workload trends. To the extent permitted by the available data,
determine the amount of time required to handle the current workload, with a focus
on identifying committed time (time devoted to handling calls for service, self initiated
activities and other uses)
• Use the three years of FCPD workload data to examine trends in workload, annual
averages, and a three year average.
• Conduct a study of the average number of officers that are assigned to work in a
patrol response capacity by shift and by day for each of the three years and the
average number of officers that actually "show -up" to work in a patrol response
Standard Professional Services Agreement- rev 09/01/06
7
capacity. This show -up rate will allow a determination of the absences that can be
expected due to vacation, illness, training and other time lost to patrol response.
• Assess frequency data regarding the FCPD's workload over the last three years, to
assess the distribution of the workload by Police District; day of the week; and the
time of day; and to provide an estimate of the total patrol staff requirements for FCPD
under its current District and shift configurations, categorized by administrative,
reactive, self -initiated, and uncommitted patrol time. The estimate will also include
requirements for field supervision of patrol staff.
• Determine what specific activities the department devotes to quality of life
enhancement and what "quality, cost-effective services" are provided. These
discretionary services are more indirect and often created by police initiatives in
response to community conditions.
• Determine the amount of resources the police department devotes to such activities
as traffic enforcement and anti -vice, gang and drug enforcement.
Investigations
• Assess the police department's investigative capacity through an analysis of
caseload and crime rates. The division of labor between the patrol and investigative
functions will be examined to determine the extent to which the department's
investigators are being used to maximize their effectiveness. Additionally, case
management issues, especially those related to major cases will be identified and
examined.
• Examine investigative policies, including case -screening approaches; types of cases
"worked" by case type; and other policies that have an impact on how time is
allocated and the workload of investigative personnel will be conducted.
• Determine the need for investigations support staffing. Consideration will be given to
the use of civilian investigative aides and the level of technological support that is
currently available.
Other Units - PROFESSIONAL will assess staffing levels for units other than patrol and
investigations including:
• Traffic
o Determine measures of traffic workload including collisions and citizen
complaints about traffic.
o Examine policies and practices regarding enforcement priorities and their
relationship to collision reduction.
o Examine traffic enforcement and accident investigation staffing, scheduling
and allocation of personnel.
• Administration
o The workload and staffing for this function will depend on our analysis of other
support and of direct operations staffing. Our recommendations might include
organizational restructuring to enhance efficiency and mission
accomplishment.
Standard Professional Services Agreement- rev 09/01/06
8
• Dispatch
o Examine the communications function to determine the workload related to
call answering, call transfer to other departments/agencies and to
dispatchers. Assess levels of dispatch traffic between Communications and
the field, the impact of technology (mobile data computers and automatic
vehicle locations systems) and requests by officers for information look -ups.
o Examine the role of Communications and any resulting workload from
telephone reporting, data entry, and training/certification requirements.
• Records
o Review the workload of the records function, to include workload related to
report flow, security, data entry, records maintenance (retention and
destruction), and records retrieval, both public and internal. Assess the level
of technological support and field reporting.
• Lab -Evidence
o An assessment will be made of the volume and types of laboratory services
including crime scene processing, evidence collection, storage and analysis,
and arrestee and suspect identification procedures.
• Other Specialized Functions
o Assess the nature of each other specialty function performed within the
department. Evaluate the need for each organizational component by
determining what is actually being done and how that compares to legal
mandates, organizational needs, and community expectations and how each
contributes to effective policing initiatives.
Milestone Payment #2 -- $22,000
Staffing Recommendations
• Recommend how the organization should be optimally staffed and allocated for
optimum effectiveness and efficiency. These recommendations will be designed so
the department and city can replicate staffing formulae based on workload and policy
decisions to estimate the impact that FCPD staffing and deployment alternatives
have on level of service to the community.
• Consider any information the City may provide regarding the potential reconfiguration
of Police Districts.
• Identify any areas where vital work is not being performed at optimal levels because
of current staffing shortages, and work that is being performed that may not fit the
department's current mission will be identifies.
• Consider legal requirements, available potential candidates, training requirements
and aspects of career development to recommend the optimum mix of sworn and
civilian positions. Line, supervisory, management and executive level personnel will
all be considered in this regard.
Standard Professional Services Agreement- rev 09/01/06
9