Matrix Consulting Group ~ C190047 CITY OF TIGARD,OREGON-CONTRACT SUMMARY FORM ,�"J�
Contract Title: Performance Audit Services Number: (2 I —Q l oc /
Contractor: Matrix Consulting Group Contract'Total: $87,500.00
Contract Ovengev': Conduct performance audits for all city services funded by the general fund.
Consultant will perform an independent examination of program, function,
operation or the management systems and procedures of a government to assess
6
whether it is achieving economy, efficiency and effectiveness in the employment of
available resources,in accordance vTith professional standards.
Initial Risk Level: ❑ Extreme ❑ High ❑ Moderate ❑Love
Risk Reduction Steps:
Risk Comments:
Risk Signature:
Contract Manager: Marty Wine, City Manager Ext: 2486 Department: City Management
Type: Q Personal Sx c ❑ Professional Svc ❑ Architectural Agr ❑ Public Imp ❑ General Svc
❑ Engineering Svc ❑ Other: Start Dates 2/1/19 End Date: 12/31/19
Quotes/Bids/Proposal: FIRM AMOUNT/SCORE
Matrix Consulting 1
Novak 2
Berry Dunn 3
Fade Bailey 4
PlanB 5
Account String: Fund-Division-Account Work Order—Activity Tyke Amount
FY 18-19 600-1000-54001 $87,500.00
FY
FY
Approvals - LCRB Date:
Department Comments:
Department Signature:
Purchasing Comments:
Purchasing Signature:
City Manager Commen �
City Manager Signature:
After securing all required approvals, forward original copy to the Contracting and Purchasing Office along with a
completed Contract Checklist.
i
Contract# - l
ATTACHMENT C
CITY OF TIGARD,OREGON
PERSONAL SERVICES CONTRACT
PERFORMANCE AUDIT SERVICES
THIS AGREEMENT made and entered into this 306 day of January, 2019 by and between the City of
Tigard,a municipal corporation of the State of Oregon,hereinafter called City,and Matrix Consulting Group,
hereinafter called Consultant.
RECITALS
WHEREAS, the City's 2018-2019 fiscal year budget provides for services related to citywide performance
audits;and
WHEREAS, City has need for the services of a company with a particular training, ability,knowledge, and
experience possessed by Consultant,and
WHEREAS, City has determined that Consultant is qualified and capable of performing the professional
services as City does hereinafter require,under those terms and conditions set forth,
THEREFORE,the Parties agree as follows:
1. SERVICES TO BE PROVIDED
Consultant shall initiate services immediately upon receipt of City's notice to proceed together with
an executed copy of this Agreement. Consultant agrees to complete work that is detailed in Exhibit
A and by this reference made a part hereof. Any and all work assigned by the City will be contained
in subsequent scope of work as needed
2. EFFECTIVE DATE AND DURATION
This Agreement shall become effective upon the date of execution,and shall expire,unless otherwise
terminated or extended,on December 31,2019. All work under this Agreement shall be completed
prior to the expiration of this Agreement.
3. COMPENSATION
The City agrees to pay Consultant in accordance with the fee schedule outlined in Exhibit A for
performance of those services described herein and in any subsequent agreements that arise from the
work under this Agreement. The total amount paid to the Consultant by the City shall not exceed
Eighty-Seven Thousand Five Hundred and No/100 Dollars ($87,500.00) if all tasks are completed.
Any and all payments made to the Consultant shall be based upon the following applicable terms:
A. Payment by City to Consultant for performance of services under this Agreement includes all
expenses incurred by Consultant, with the exception of expenses, if any identified in this
Agreement as separately reimbursable.
B. Payment will be made in installments based on Consultant's invoice, subject to the approval of
the City Manager, or designee, and not more frequently than monthly. Payment shall be made
only for work actually completed as of the date of invoice.
C. Payment by City shall release City from any further obligation for payment to Consultant, for
services performed or expenses incurred as of the date of the invoice. Payment shall not be
considered acceptance or approval of any work or waiver of any defects therein.
D. Consultant shall make payments promptly, as due, to all persons supplying labor or materials for
the prosecution of this work.
E. Consultant shall not permit any lien or claim to be filed or prosecuted against the City on any
account of any labor or material furnished.
F. Consultant shall pay to the Department of Revenue all sums withheld from employees pursuant
to ORS 316.167.
G. If Consultant fails,neglects or refuses to make prompt payment of any claim for labor or services
furnished to Consultant or a subcontractor by any person as such claim becomes due, City's
Finance Director may pay such claim and charge the amount of the payment against funds due or
to become due the Consultant. The payment of the claim in this manner shall not relieve
Consultant or their surety from obligation with respect to any unpaid claims.
H. Consultant shall pay employees at least time and a half pay for all overtime worked in excess of 40
hours in any one week except for individuals under the contract who are excluded under ORS
653.010 to 653.261 or under 29 USC sections 201 to 209 from receiving overtime.
I. Consultant shall promptly, as due, make payment to any person, co-partnership, association or
corporation, furnishing medical, surgical and hospital care or other needed care and attention
incident to sickness or injury to the employees of Consultant or all sums which Consultant agrees
to pay for such services and all moneys and sums which Consultant collected or deducted from
the wages of employees pursuant to any law, contract or agreement for the purpose of providing
or paying for such service.
J. The City certifies that sufficient funds are available and authorized for expenditure to finance costs
of this contract during the current fiscal year. Funding during future fiscal years shall be subject
to budget approval by Tigard's City Council.
4. OWNERSHIP OF WORK PRODUCT
City shall be the owner of and shall be entitled to possession of any and all work products of
Consultant which result from this Agreement,including any computations,plans,correspondence or
pertinent data and information gathered by or computed by Consultant prior to termination of this
Agreement by Consultant or upon completion of the work pursuant to this Agreement.
5. ASSIGNMENT/DELEGATION
Neither party shall assign, sublet or transfer any interest in or duty under this Agreement without the
written consent of the other and no assignment shall be of any force or effect whatsoever unless and
until the other party has so consented. If City agrees to assignment of tasks to a subcontract,
Consultant shall be fully responsible for the acts or omissions of any subcontractors and of all persons
employed by them, and neither the approval by City of any subcontractor nor anything contained
herein shall be deemed to create any contractual relation between the subcontractor and City.
6. STATUS OF CONSULTANT AS INDEPENDENT CONSULTANT
Consultant certifies that:
A. Consultant acknowledges that for all purposes related to this Agreement, Consultant is and shall
be deemed to be an independent Consultant as defined by ORS 670.600 and not an employee of
2019 PSA—Performance Audit Services 2 1 P a g e
City,shall not be entitled to benefits of any kind to which an employee of City is entitled and shall
be solely responsible for all payments and taxes required by law. Furthermore,in the event that
Consultant is found by a court of law or any administrative agency to be an employee of City for
any purpose, City shall be entitled to offset compensation due, or to demand repayment of any
amounts paid to Consultant under the terms of this Agreement, to the full extent of any benefits
or other remuneration Consultant receives (from City or third party)as a result of said finding and
to the full extent of any payments that City is required to make (to Consultant or to a third party)
as a result of said finding.
B. The undersigned Consultant hereby represents that no employee of the City, or any partnership
or corporation in which a City employee has an interest,has or will receive any remuneration of
any description from Consultant, either directly or indirectly, in connection with the letting or
performance of this Agreement,except as specifically declared in writing.
If this payment is to be charged against Federal funds, Consultant certifies that he/she is not
currently employed by the Federal Government and the amount charged does not exceed his or
her normal charge for the type of service provided.
Consultant and its employees, if any, are not active members of the Oregon Public Employees
Retirement System and are not employed for a total of 600 hours or more in the calendar year by
any public employer participating in the Retirement System.
C. Consultant shall obtain,prior to the execution of any performance under this Agreement, a City
of Tigard Business License. The Tigard Business License is based on a calendar year with a
December 31 st expiration date. New businesses operating in Tigard after June 30th of the current
year will pay a pro-rated fee though the end of the calendar year.
D. Consultant is not an officer,employee,or agent of the City as those terms are used in ORS 30.265.
7. INDEMNIFICATION
City has relied upon the professional ability and training of Consultant as a material inducement to
enter into this Agreement. Consultant represents that all of its work will be performed in accordance
with generally accepted professional practices and standards as well as the requirements of applicable
federal, state and local laws,it being understood that acceptance of a Consultant's work by City shall
not operate as a waiver or release.
Consultant agrees to indemnify and defend the City,its officers,employees,agents and representatives
and hold them harmless from any and all liability,causes of action,claims,losses,damages,judgments
or other costs or expenses including attorney's fees and witness costs (at both trial and appeal level,
,vhether or not a trial or appeal ever takes place including any hearing before federal or state
administrative agencies) that may be asserted by any person or entity which in any way arise from,
during or in connection with the performance of the work described in this contract, except liability
arising out of the sole negligence of the City and its employees. Such indemnification shall also cover
claims brought against the City under state or federal worker's compensation laws. If any aspect of
this indemnity shall be found to be illegal or invalid for any reason whatsoever, such illegality or
invalidity shall not affect the validity of the remainder of this indemnification.
2019 PSA—Performance Audit Services 3 1 Page
8. INSURANCE
Consultant and its subcontractors shall maintain insurance acceptable to City in full force and effect
throughout the term of this contract. Such insurance shall cover risks arising directly or indirectly out
of Consultant's activities or work hereunder,including the operations of its subcontractors of any tier.
The policy or policies of insurance maintained by the Consultant shall provide at least the following
Emits and coverages:
A. Commercial General Liabili,�Insurance
Consultant shall obtain, at Consultant's expense, and keep in effect during the term of this
contract, Comprehensive General Liability Insurance covering Bodily Injury and Property
Damage on an "occurrence" form (CG 2010 1185 or equivalent). This coverage shall include
Contractual Liability insurance for the indemnity provided under this contract. The following
insurance will be carried:
Coverage Limit
General Aggregate $3,000,000
Products-Completed Operations Aggregate $2,000,000
Personal&Advertising Injury $1,000,000
Each Occurrence $2,000,000
Fire Damage (Any one fire) $50,000
B. Commercial Automobile Insurance
Consultant shall also obtain, at Consultant's expense, and keep in effect during the term of the
contract,Commercial Automobile Liability coverage including coverage for all owned,hired,and
non-owned vehicles on an "occurrence" form. The Combined Single Limit per occurrence shall
not be less than$2,000,000.
If Consultant uses a personally-owned vehicle for business use under this contract,the Consultant
shall obtain, at Consultant's expense, and keep in effect during the term of the contract,business
automobile liability coverage for all owned vehicles on an "occurrence" form. The Combined
Single Limit per occurrence shall not be less than$2,000,000.
C. Workers' Compensation Insurance
The Consultant, its subcontractors, if any, and all employers providing work,labor, or materials
under this Contract that are subject employers under the Oregon Workers' Compensation Law
shall comply with ORS 656.017,which requires them to provide workers'compensation coverage
that satisfies Oregon law for all their subject workers. Out-of-state employers must provide
Oregon workers' compensation coverage for their workers who work at a single location within
Oregon for more than 30 days in a calendar year. Consultants who perform work without the
assistance or labor of any employee need not obtain workers' compensation coverage. All non-
exempt employers shall provide Employer's Liability Insurance with coverage limits of not less
than$1,000,000 each accident.
D. Additional Insured Provision
All policies aforementioned, other than Workers' Compensation and Professional Liability, shall
include the City its officers, employees, agents and representatives as additional insureds with
respect to this contract.
2019 PSA--Performance Audit Services 4 1 Page
E. Insurance Carrier Rating
Coverages provided by the Consultant must be underwritten by an insurance company deemed
acceptable by the City. All policies of insurance must be written by companies having an A.M.
Best rating of"A-VII" or better, or equivalent. The City reserves the right to reject all or any
insurance carrier(s)with an unacceptable financial rating.
F. Self-Insurance
The Cite understands that some Consultants may self-insure for business risks and the City will
consider whether such self-insurance is acceptable if it meets the minimum insurance requirements
for the type of coverage required. If the Consultant is self-insured for commercial general liability
or automobile liability insurance the Consultant must provide evidence of such self-insurance.
The Consultant must provide a Certificate of Insurance showing evidence of the coverage
amounts on a form acceptable to the City. The City reserves the right in its sole discretion to
determine whether self-insurance is adequate.
G. Certificates of Insurance
As evidence of the insurance coverage required by the contract, the Consultant shall furnish a
Certificate of Insurance to the City. No contract shall be effective until the required Certificates
of Insurance have been received and approved by the City. The certificate will specify and
document all provisions within this contract and include a copy of Additional Insured
Endorsement. A renewal certificate will be sent to the below address prior to coverage expiration.
H. Independent Consultant Status
The service or services to be rendered under this contract are those of an independent Consultant.
Consultant is not an officer,employee or agent of the City as those terms are used in ORS 30.265.
I. Primary Coverage Clarification
The parties agree that Consultant's coverage shall be primary to the extent permitted by law. The
parties further agree that other insurance maintained by the City is excess and not contributory
insurance with the insurance required in this section.
J. Cross-Liability Clause
A cross-liability clause or separation of insureds clause will be included in all general liability,
professional liability,pollution and errors and omissions policies required by this contract.
A certificate in form satisfactory to the City certifying to the issuance of such insurance will be
forwarded to:
City of Tigard
Atm: Contracts and Purchasing Office
13125 SW Hall Blvd.
Tigard,Oregon 97223
At the discretion of the City,a copy of each insurance policy,certified as a true copy by an authorized
representative of the issuing insurance company may be required to be forwarded to the above
address. Such policies or certificates must be delivered prior to commencement of the work. The
procuring of such required insurance shall not be construed to limit Consultant's liability hereunder.
Notwithstanding said insurance, Consultant shall be obligated for the total amount of any damage,
injury,or loss caused by negligence or neglect connected with this contract.
2019 PSA—Performance Audit Services 5 1 Page
9. METHOD&PLACE OF SUBMITTING NOTICE, BILLS AND PAYMENTS
All notices,bills and payments shall be made in writing and may be given by personal delivery,mail
or by fax. Payments may be made by personal delivery, mail, or electronic transfer. The following
addresses shall be used to transmit notices,bills,payments,and other information:
_CITY OF TIGARD MATMX CCSNSN-TING GRD[]F
Atm: Marry Wine,City Manager Attn: Richard Brady
Address: 13125 SW Hall Boulevard Address: 1155 SW Morrison Street,#100
Tigard,Oregon 97223 Portland,Oregon 97205
Phone: (503) 718-2486 Phone: (650) 575-5129
Email: martvntigard-or.gov Email: rbrad metrixc .net
and when so addressed,shall be deemed given upon deposit in the United States mail,postage prepaid,
or when so faxed,shall be deemed given upon successful fax. In all other instances,notices,bills and
payments shall be deemed given at the time of actual delivery. Changes may be made in the names
and addresses of the person to who notices,bills and payments are to be given by giving written notice
pursuant to this paragraph.
10. MERGER
This writing is intended both as a final expression of the Agreement between the parties with respect
to the included terms and as a complete and exclusive statement of the terms of the Agreement. No
modification of this Agreement shall be effective unless and until it is made in writing and signed by
both parties.
11. PROFESSIONAL SERVICES
The City requires that services provided pursuant to this agreement shall be provided to the City by a
Consultant that does not represent clients on matters contrary to City interests. Further,Consultant
shall not engage services of an attorney and/or other professional who individually, or through
members of his/her same firm,represents clients on matters contrary to City interests.
Should the Consultant represent clients on matters contrary to City interests or engage the services on
an attorney and/or other professional who individually, or through members of his/her same firm,
represents clients on matters contrary to City interests, Consultant shall consult with the appropriate
City representative regarding the conflict.
After such consultation, the Consultant shall have seven (7) days to eliminate the conflict to the
satisfaction of the City. If such conflict is not eliminated within the specified time period, the
agreement may be terminated pursuant to Section 13 (B) (3) of this agreement.
12. TERMINATION WITHOUT CAUSE
At any time and without cause, City shall have the right in its sole discretion, to terminate this
Agreement by giving notice to Consultant. If City terminates the contract pursuant to this paragraph,
it shall pay Consultant for services rendered to the date of termination.
13. TERMINATION WITH CAUSE
A. City may terminate this Agreement effective upon delivery of written notice to Consultant,or at
such later date as may be established by City,under any of the following conditions:
2019 PSA—Performance Audit Services 6 1 Page
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1) If City funding from federal, state, local, or other sources is not obtained and continued at
levels sufficient to allow for the purchase of the indicated quantity of services. This Agreement
may be modified to accommodate a reduction in funds
2) If federal or state regulations or guidelines are modified,changed,or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this Agreement.
3) If any license or certificate required by law or regulation to be held by Consultant, its
subcontractors, agents, and employees to provide the services required by this Agreement is
for any reason denied,revoked,or not renewed.
4) If Consultant becomes insolvent,if voluntary or involuntary petition in bankruptcy is filed by
or against Consultant, if a receiver or trustee is appointed for Consultant, or if there is an
assignment for the benefit of creditors of Consultant.
Any such termination of this agreement under paragraph (A) shall be without prejudice to any
obligations or liabilities of either party already accrued prior to such termination.
B. City,by written notice of default(including breach of contract) to Consultant,may terminate the
whole or any part of this Agreement:
1) If Consultant fails to provide services called for by this agreement within the time specified
herein or any extension thereof,or
2) If Consultant fails to perform any of the other provisions of this Agreement, or so fails to
pursue the work as to endanger performance of this agreement in accordance with its terms,
and after receipt of written notice from City,fails to correct such failures within ten (10) days
or such other period as City may authorize.
3) If Consultant fails to eliminate a conflict as described in Section 11 of this agreement.
The rights and remedies of City provided in the above clause related to defaults (including breach
of contract) by Consultant shall not be exclusive and are in addition to any other rights and
remedies provided by law or under this Agreement.
If City terminates this Agreement under paragraph (B), Consultant shall be entitled to receive as
full payment for all services satisfactorily rendered and expenses incurred,an amount which bears
the same ratio to the total fees specified in this Agreement as the services satisfactorily rendered
by Consultant bear to the total services otherwise required to be performed for such total fee;
provided,that there shall be deducted from such amount the amount of damages,if any,sustained
by City due to breach of contract by Consultant. Damages for breach of contract shall be those
allowed by Oregon law,reasonable and necessary attorney fees,and other costs of litigation at trial
and upon appeal.
14. ACCESS TO RECORDS
City shall have access to such books, documents, papers and records of Consultant as are directly
pertinent to this Agreement for the purpose of making audit,examination,excerpts and transcripts.
15. FORCE MAJEURE
Neither City nor Consultant shall be considered in default because of any delays in completion and
responsibilities hereunder due to causes beyond the control and without fault or negligence on the
part of the parties so disenabled,including but not restricted to, an act of God or of a public enemy,
civil unrest,volcano,earthquake,fire,flood,epidemic,quarantine restriction,area-wide strike, freight
embargo,unusually severe weather or delay of subcontractor or supplies due to such cause;provided
that the parties so disenabled shall within ten (10) days from the beginning of such delay,notify the
2019 PSA—Performance Audit Services 7 1 P a g c
other party in writing of the cause of delay and its probable extent. Such notification shall not be the
basis for a claim for additional compensation. Each party shall,however,make all reasonable efforts
to remove or eliminate such a cause of delay or default and shall,upon cessation of the cause,diligently
pursue performance of its obligation under the Agreement.
16. NON-WAIVER
The failure of City to insist upon or enforce strict performance by Consultant of any of the terms of
this Agreement or to exercise any rights hereunder should not be construed as a waiver or
relinquishment to any extent of its rights to assert or rely upon such terms or rights on any future
occasion.
17. NON-DISCRIMINATION
Consultant agrees to comply with all applicable requirements of federal and state civil rights and
rehabilitation statutes,rules, and regulations. Consultant also shall comply with the Americans with
Disabilities Act of 1990, ORS 659A.142, and all regulations and administrative rules established
pursuant to those laws.
18. ERRORS
Consultant shall perform such additional work as may be necessary to correct errors in the work
required under this Agreement without undue delays and without additional cost.
19. EXTRA(CHANGES)WORK
Only the City's Project Manager for this Agreement may authorize extra (and/or change) work.
Failure of Consultant to secure authorization for extra work shall constitute a waiver of all right to
adjustment in the contract price or contract time due to such unauthorized extra work and Consultant
thereafter shall be entitled to no compensation whatsoever for the performance of such work.
20. WARRANTIES
All work shall be guaranteed by Consultant for a period of one year after the date of final acceptance
of the work by the owner. Consultant warrants that all practices and procedures,workmanship and
materials shall be the best available unless otherwise specified in the profession. Neither acceptance
of the work nor payment therefore shall relieve Consultant from liability under warranties contained
in or implied by this Agreement.
21. ATTORNEY'S FEES
In case suit or action is instituted to enforce the provisions of this contract,the parties agree that the
losing party shall pay such sum as the court may adjudge reasonable attorney fees and court costs,
including attorney's fees and court costs on appeal.
22. GOVERNING LAW
The provisions of this Agreement shall be construed in accordance with the provisions of the laws of
the State of Oregon. Any action or suits involving any question arising under this Agreement must
be brought in the appropriate court of the State of Oregon.
23. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES
Consultant shall comply with all applicable federal, state and local laws, rules and regulations,
including, but not limited to, the requirements concerning working hours, overtime, medical care,
workers compensation insurance, health care payments, payments to employees and subcontractors
and income tax withholding contained in ORS Chapters 279A, 279B and 279C, the provisions of
which are hereby made a part of this agreement.
2019 PSA—Performance Audit Services 8 1 Page
24. CONFLICT BETWEEN TERMS
It is further expressly agreed by and between the parties hereto that should there be any conflict
between the terms of this instrument in the proposal of the contract,this instrument shall control and
nothing herein shall be considered as an acceptance of the said terms of said proposal conflicting
herewith.
25. AUDIT
Consultant shall maintain records to assure conformance with the terms and conditions of this
Agreement,and to assure adequate performance and accurate expenditures within the contract period.
Consultant agrees to permit City,the State of Oregon,the federal government,or their duly authorized
representatives to audit all records pertaining to this Agreement to assure the accurate expenditure of
funds.
26. SEVERABILITY
In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any
court of competent jurisdiction,the validity of the remaining terms and provisions shall not be affected
to the extent that it did not materially affect the intent of the parties when they entered into the
agreement.
27. CONDITIONS OF SUPPLYING A PUBLIC AGENCY
Where applicable, seller must make payment promptly as due to persons supplying Consultant labor
or materials for the execution of the work provided by this order. Consultant shall not permit any
lien or claim to be filed or prosecuted against Buyer or any subdivision of City on account of any labor
or material to be furnished. Consultant further agrees to pay to the Department of Revenue all sums
withheld from employees pursuant to ORS 316.167.
28. HOURS OF LABOR
If labor is performed under this order,then no person shall be employed for more than eight(8)hours
in any one day, or forty (40) hours in any one week, except in cases of necessity, or emergency or
where the public policy absolutely requires it,and in such cases,except cases of contracts for personal
services as defined in ORS 279A.055,the labor shall be paid at least time and a half for all overtime
in excess of eight(8) hours a day and for all work performed on Saturday and on any legal holidays as
specified in ORS 279C.540. In cases of contracts for personal services as defined in ORS 279A.055,
any labor shall be paid at least time and a half for all hours worked in excess of forty(40)hours in any
one week, except for those individuals excluded under ORS 653.010 to 653.260 or under 29 USC SS
201-209.
29. MEDICAL CARE AND WORKERS'COMPENSATION
Consultant shall promptly, as due, make payment to any person, co-partnership, association or
corporation,furnishing medical,surgical and hospital care or other needed care and attention incident
to sickness or injury,to the employees of such Consultant,of all sums which the Consultant agrees to
pay for such services and all moneys and sums which the Consultant collected or deducted from the
wages of the employees pursuant to any lave-, Consultant agreement for the purpose of providing or
paying for such service.
30. REPRESENTATIONS AND WARRANTIES
Consultant represents and warrants to the City that:
A. Consultant has the power and authority to enter into and perform this Agreement.
2019 PSA—Performance Audit Services 9 1 P a g c
B. This Agreement, when executed and delivered, is a valid and binding obligation of Consultant,
enforceable in accordance with its terms.
C. Consultant (to the best of Consultant's knowledge, after due inquiry), for a period of no fewer
than six calendar years (or since the firm's inception if less than that) preceding the effective date
of this Agreement,faithfully has complied with:
1) All tax laws of this state, including but not limited to ORS 305.620 and ORS chapters 316,
317,and 318;
2) Any tax provisions imposed by a political subdivision of this state that applied to Consultant,
to Consultant's property, operations, receipts, or income, or to Consultant's performance of
or compensation for any work performed by Consultant;
3) Any tax provisions imposed by a political subdivision of this state that applied to Consultant,
or to goods,services,or property,whether tangible or intangible,provided by Consultant;and
4) Any rules,regulations,charter provisions,or ordinances that implemented or enforced any of
the foregoing tax laws or provisions.
D. Any intellectual property rights or such delivered to the City under this Agreement, and
Consultant's services rendered in the performance of Consultant's obligations under this
Agreement,shall be provided to the City free and clear of any and all restrictions on or conditions
of use,transfer,modification,or assignment,and shall be free and clear of any and all liens,claims,
mortgages,security interests,liabilities,charges,and encumbrances of any kind.
31. COMPLIANCE WITH TAX LAWS
A. Consultant must, throughout the duration of this Agreement and any extensions, comply with all
tax laws of this state and all applicable tax laws of any political subdivision of the State of Oregon.
For the purposes of this Section,"tax laws"includes all the provisions described in subsection 25.C.
1)through 4) of this Agreement.
B. Any violation of subsection A of this section shall constitute a material breach of this Agreement.
Further, any violation of Consultant's warranty, in subsection 25.0 of this Agreement, that the
Consultant has complied with the tax laws of the State of Oregon and the applicable tax laws of any
political subdivision of this state also shall constitute a material breach of this Agreement. Any
violation shall entitle the City to terminate this Agreement,to pursue and recover any and all damages
that arise from the breach and the termination of this Agreement, and to pursue any or all of the
remedies available under this Agreement,at law,or in equity,including but not limited to:
1) Termination of this Agreement,in whole or in part;
2) Exercise of the right of setoff, and withholding of amounts otherwise due and owing to
Consultant,in an amount equal to State's setoff right,without penalty;and
3) Initiation of an action or proceeding for damages, specific performance, declaratory or
injunctive relief. The City shall be entitled to recover any and all damages suffered as the result
of Consultant's breach of this Agreement, including but not limited to direct, indirect,
incidental and consequential damages, costs of cure, and costs incurred in securing a
replacement Consultant.
These remedies are cumulative to the extent the remedies are not inconsistent,and the City may pursue
any remedy or remedies singly,collectively, successively,or in any order whatsoever.
2019 PSA—Performance Audit Services 10 1 Page
32. COMPLETE AGREEMENT
This Agreement,including the exhibits,is intended both as a final expression of the Agreement between
the Parties and as a complete and exclusive statement of the terms. In the event of an inconsistency
between a provision in the main body of the Agreement and a provision in the Exhibits,the provision in
the main body of the Agreement shall control. In the event of an inconsistency between Exhibit A and
Exhibit B,Exhibit A shall control.
No waiver, consent,modification,or change of terms of this Agreement shall bind either party unless
in writing and signed by both parties. Such waiver, consent, modification,or change if made, shall be
effective only in specific instances and for the specific purpose given. There are no understandings,
agreements, or representations, oral or written, not specified herein regarding this Agreement.
Consultant,by the signature of its authorized representative,hereby acknowledges that he/she has read
this Agreement,understands it and agrees to be bound by its terms and conditions.
IN WITNESS WHEREOF, City has caused this Agreement to be executed by its duly authorized
undersigned officer and Consultant has executed this Agreement on the date hereinabove first written.
Awarded by Tigard's Local Contract Review Board at their January 29,2019 business meeting.
CITY OF TIGARD MATRIX CONSULTING GROUP
By: Marty Wine,City Manager By:Authorized Agent of Consultant
�(ol�b 1 �I /�1 �-al�I
Date Date
2019 PSA—Performance Audit Services 111 Page
i
EXHIBIT A
SCOPE OF SERVICES
A. PURPOSE
A performance audit is an independent examination of a program,function,operation or the management
systems and procedures of a government to assess whether it is achieving economy, efficiency and
effectiveness in the employment of available resources, in accordance with professional standards. In
June 2018, a majority of the city Council asked that Tigard begin to conduct performance audits for all
city services funded by the general fund. These service departments include
1. Tigard Public Library
2. Community Development
3. Public Works
a. Recreation
b. Parks Maintenance
c. Engineering
4. City Management
5. Human Resources
6. Tigard Police Department;
7. Central Services
8. Finance
9. Information Technology Systems
Audits may be conducted at lower levels within the organization other than departments.
B. SCOPE OF SERVICES
The audits should seek to measure performance against pre-designated metrics, best practices,
professional standards, or benchmarks as appropriate to the program or discipline. The consultant(s)
would assist with the development of these metrics based on their professional experience. The City is
seeking audit results centered around the following questions:
1. What are the services provided by this department/division/program and how are those services
delivered?
2. Evaluate and assess the effectiveness of the programs and services provided.
3. Is the department/city spending funds and employing resources to provide the service efficiently?
How efficient is the service delivery?
4. What are performance improvements that could be made or leading practices that should be
considered in providing the service?
5. Are there organizational, staffing or management changes that are recommended that would lead to
improved performance?
6. What performance improvements would be made or wastes that could be avoided by changing what
or how the work is done (from Lean management,wastes include: defects; overproduction;waiting,
not utilizing talent;transportation;inventory excess;motion waste; excess processing)?
The focus of the audits should be designed to answer these questions for each city department's processes,
programs and outcomes. The City anticipates that is will likely select multiple proposers to conduct the
audits, depending on the nature of the city service and the expertise of the proposer to design an audit
responsive to the questions. Responses should clearly describe the area of expertise or what type of city
services they can provide for audit services,or for all general fund services,in their submittal.
2019 PSA—Performance Audit Services 12 1 Page
The product of the audit and reporting phase of each audit will include a written report with summary
and detail preliminary findings. Audit findings will be reported to the City Council and City Manager
who will jointly receive, review,-and respond to audit findings, and determine the audit response and
action or improvement plan as indicated based on the audit findings. The City may expand the current
function of the citizen volunteer Audit Committee to also review audit findings.
C. FEE SCHEDULE
Project Manager/ Senior
Task(Hours) Advisor AnWyst Analyst Total
Profile/Current State Assessment 16 48 56 120
Employee Survey 8 0 24 32
Community Survey 8 8 16 32
Best Practices/Comparative 16 32 56 104
Operational/Staffing Assessment 24 48 72 144
Draft&Final Report 24 24 40 88
Total Hours 96 160 264 520
Hourly Rate $225 $165 $125
Total Fees $21,600 $26,400 $33,000 $81,000
Project Expenses $6,500
Total Project Cost $87,500
2019 PSA—Performance Audit Services 13 Page
EXHIBIT B
CONSULTANT'S PROPOSAL
2019 PSA—Performance Audit Services 14 1 Page
Proposal to Provide
Performance Audit Services
TIGARD, OREGON
matrixlp
consulting group
Table of Contents
Letter of Transmittal i
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Firm and Project Team Qualifications 1
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Audit Approach 20
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Pricing Proposal 27
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Appendix — Forms 28
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matrix �v
consulting group
August 27, 2018
Mr. Joe Barrett, Principal Management Analyst
Contracts and Purchasing Office
City of Tigard
13125 SW Hall Boulevard
Tigard, OR 97223
i
Dear Mr. Barrett:
The Matrix Consulting Group is pleased to present our proposal to the City of Tigard in
response to the Performance Audit Services RFP that was issued. Our proposal is based
on our review of the City's RFP, our background research on the community, and our
prior experience conducting similar evaluations in the Pacific Northwest and throughout
the country. We understand that the City is seeking to determine how efficiently and
effectively public services are being provided to the public and whether funds are utilized
appropriately. This engagement will provide objective and factual information to guide
future service delivery and inform the public regarding how services are provided.
We have proposed a highly experienced project team including members who have
previously served in local government in executive management positions as well as
career consultants with hundreds of studies as experience. Our key qualifications are:
• Our exclusive market and service focus is management, financial, staffing and
operations analysis of local government operations.
• Since being founded in 2002. our project team has conducted over 75
organization-wide studies of communities. Representative clients include:
Albuquerque, New Mexico Goodyear,Arizona Portsmouth, New Hampshire
Augusta,Georgia Half Moon Bay, California Rancho Mirage,California
Avon, Connecticut Johnson County, Kansas Rancho Palos Verdes, CA
Barstow,California Monroe County, Michigan Raymore, Missouri
Brattleboro, Vermont Monrovia,California Roseville, California
Carroll County, New Hampshire Montgomery College Spokane,Washington
DeKalb County, Georgia Montpelier,Vermont Sunnyvale, California
Deltona, Florida Orland Park, Illinois Tinley Park, Illinois
Franklin Township, NJ Orleans, Massachusetts University of Albany—SUNY
Fort Morgan,Colorado Orting,Washington Waltham, Massachusetts
• We have also conducted over 1,100 studies encompassing every government
function since the firm was founded in 2002.
1155 SW Morrison Street, Suite 100 Portland, OR 97205 650.575.5129
SF Bay Area (Headquarters), Boston, Charlotte,Dallas, Irvine, Portland, St. Louis
Specific Functional Area Studies
...................................... ......................................................................
Administration/Central Services Irvine(CA)
Riverside (CA)
Finance Albany(CA)
Broward County(FL)
Riverside(CA)
Sunnyvale(CA)
Community Development Des Moines(WA)
Downey(CA)
Lake Oswego (CA)
Redlands(CA)
Finance Albany(CA)
Broward County(FL)
Riverside(CA)
Sunnyvale (CA)
Human Resources Ketchikan (AK)
Salt Lake City(UT)
Riverside(CA)
Virginia Beach (VA)
Information Technology Brea(CA)
Edmond (OK)
Redding (CA)
Salt Lake City(UT)
Police Portland (OR)
Public Works/Recreation Cedar Rapids(IA)
Richland County(SC)
Rock County(WI)
White Plains(NY)
We commit to provide services to the City of Tigard with a completion date no later than
June 30, 2019 as outlined in our proposal. As President of the firm, I am authorized to
represent the firm regarding this proposal and execute a contract for services. I can be
reached at either the address listed in the footer, or at 650.858.0507 or
rbrady@matrixcg.net
R.%chard 7>. gradl�
Matrix Consulting Group
Richard Brady
President
1155 SW Morrison Street, Suite 100 Portland, OR 97205 - 650.575.5129
SF Bay Area(Headquarters), Boston, Charlotte,Dallas, Irvine, Portland, St. Louis
Proposal to Provide Performance Audit Services TIGARD, OREGON
I 1 Firm and Project Team Qualifications
This section of the proposal introduces the firm and its experience working with local
governments in the Pacific Northwest and around the country.
1. Introduction to the Matrix Consulting Group
The Matrix Consulting Group's only business focus is the provision of organization,
staffing and management analytical services to the public sector. The following points
provide specific information regarding the firm's background, focus and composition:
• Our only market and service focus is management, staffing and operations
analysis of local government and have a broad service offering of management
and financial consulting services as shown in the table following this page.
• We were founded in 2002 and are an independent organization.
• The firm is incorporated in California as well as in Portland, Oregon. We have
regional offices in Illinois, Massachusetts, Texas, and North Carolina.
Our place in the government consulting industry is based on our experience and our
approach. While more fully explained in later sections of the proposal these strengths can
be summarized as follows:
• We have conducted over 75 organization-wide studies for local government. In
addition, the firm has also conducted over 1,100 studies of individual functions,
nationally including the Pacific Northwest.
• We are specialists, not generalists. Each staff member of our proposed team has
experience conducting scores of studies in all areas of local government.
• Our approach to providing consulting services is in depth and client centered,
recognizing that each client environment is unique. These approaches include:
— Extensive interviews with staff and other 'stakeholders'.
— Intensive fact-based analysis of workloads, service levels and costs.
— Reports that provide this analysis in addition to an implementation plan.
— Collaboration with the client as the study proceeds.
We are known for the depth and insight of our analysis and our client responsiveness..
We are strong financially, having been in existence successfully since 2002. The
following table summarizes the service areas in which we provide services.
Matrix Consulting Group Page 1
Proposal to Provide Performance Audit Services TIGARD, OREGON
Law Enforcement Financial Services Fleet Management
Staffing analysis Full cost allocation plans Program and operational analysis
Patrol scheduling and deployment Super Circular cost plans Fleet replacement planning
Patrol beat redesign Cost of services Fleet size and composition
Community policing User fees Fleet maintenance
Management studies Development impact/Nexus Contract feasibility and compliance
Regionalized&consolidation feasibility Billable/hourly rates Technology and mgmt. reporting
Contract compliance audits
Overtime audits Community Development Parks, Recreation,and Libraries
Projections and growth impact Permit streamlining Master and strategic planning
Organization and staffing studies Staffing and program analysis
Fire and EMS Permitting software decisions Customer service
Master and strategic plans Customer service Park condition assessmurrts
Station location planning Service level standards
Staffing analysis Citywide and Countywide
Scheduling and deployment Administrative Organizational assessments
Standard of coverage Organizational assessments Strategic planning
Regionalized &consolidation feasibility Staffing analysis Staffing analysis
Management studies Performance management Management analysis
Contract compliance audits Shared services analysis Customer service
Compliance audits Shared services
Emergency Communications Information technology
Staffing analysis Process improvement Higher Education
Operations analysis Strategic planning Administrative services
Consolidation feasibility Campus security
Implementation assistance Public Works and Utilities Organizational and staffing analysis
Organizational assessments University-city contract services
Corrections and Justice Staffing analysis
Operational analysis Infrastructure assessments State
Staffing analysis Preventive maintenance needs Administrative services
Needs assessments and master plans Fleet management Organizational and staffing analysis
Community corrections alternatives Engineering analysis
Asset and maintenance mgmt.
Matrix Consulting Group Page 2
Proposal to Provide Performance Audit Services TIGARD, OREGON
2. Firm Experience Conducting Similar Assessments.
Our proposed project team has conducted over seventy-five organization-wide studies
since our founding. Notable clients include:
Or anization-wide Studies
........................... ..............................
Albuquerque, New Mexico Goodyear, Arizona Portsmouth, New Hampshire
Augusta, Georgia Half Moon Bay,California Rancho Mirage, California
Avon, Connecticut Johnson County, Kansas Rancho Palos Verdes, CA
Barstow,California Monroe County, Michigan Raymore, Missouri
Brattleboro,Vermont Monrovia, California Roseville,California
Carroll County, New Hampshire Montgomery College Spokane,Washington �^
DeKalb County, Georgia Montpelier, Vermont Sunnyvale, California
Deltona, Florida Orland Park, Illinois Tinley Park, Illinois
Franklin Township, NJ Orleans, Massachusetts -University of Albany—SUNY
Fort Morgan,Colorado Orting,Washington Waltham, Massachusetts
In addition to our numerous organization-wide studies, the firm and project team have
also conducted hundreds of stand-alone studies of specific administrative functions.
These projects focused on ensuring services are appropriately provided and function in
accordance with adopted policies and procedures, applicable state and federal
regulations, and industry best practices.
Specific Functional Area Studies
........................................................................... ..............................
Administration/Central Services Irvine(CA)
Riverside(CA)
Finance Albany(CA)
Broward County(FL)
Riverside(CA)
Sunnyvale(CA)
Community Development Des Moines(WA)
Downey(CA)
Lake Oswego(CA)
Redlands(CA)
Finance Albany(CA)
Broward County(FL)
Riverside(CA)
Sunnyvale(CA)
Matrix Consulting Group Page 3
Proposal to Provide Performance Audit Services TIGARD, OREGON
Human Resources Ketchikan (AK)
Salt Lake City(UT)
Riverside(CA)
Virginia Beach (VA)
Information Technology Brea(CA)
Edmond (OK)
Redding (CA)
Salt Lake City(UT)
Police Portland (OR)
Puyallup(WA)
Sherwood (OR)
Public Works/Hecreation Cedar Rapids(IA)
Oakland (CA)
Richland County(SC)
Rock County(WI)
White Plains(NY)
5. Project References.
The following three references provides information regarding three similar assessments
conducted by the firm and key members of the proposed project team.
Client Project Summary
Orting, Washington In this assignment, the project team conducted a
2017 comprehensive assessment of the City's operations. Included
in this assessment was an evaluation of City Council operating
Organizational Assessment practices, including committee structure, Council rules and
operating practices, and governance. The Council wanted to
Mark Bethune ensure they were operating effectively in managing the City's
City Administrator operations. During workshops and final report presentations,
360.893.2219 x 115 many recommendations were made to address operational
MBethunegcityoforting.org issues that were impacting effective City operations including
Council practices and procedures.
Groton, Massachusetts In this just completed project the Matrix Consulting Group
2017 conducted a comprehensive assessment of all Town
Departments. Working closely with a Board of Selectmen and
Organizational Review community advisory panel, the project team's key
recommendations included internal shared services for
Mark Haddad administrative functions,developing a joint plan for service and
Town Manager cost sharing between the Public Library and the Town, greater
proactive emphasis in the Police Department; and the
978.448.1111 development of improved maintenance approaches in Public
Works.
Matrix Consulting Group Page 4
Proposal to Provide Performance Audit Services TIGARD, OREGON
Client Project Summary
Orland Park, Illinois This study focused on evaluating staffing levels and
organizational structures for the Village of Orland Park. The
Organizational Staffing Village had implemented significant staff reductions in prior
Analysis years - mainly through attrition and retirements. They asked
the Matrix Consulting Group to provide recommendations for
Paul Grimes reallocation of staff, revised organizational structures, and
Formerly Orland Park Village operational improvements to enable them to maintain high-
Manager now level core services with the existing total staffing allocations.
City Manager of McKinney, We provided alternative organizational structures and
TX recommendations for reallocation of positions focused on
enhancing core services within existing financial constraints.
U-72.54-1.7500 The Village has implemented most of the recommended--
staffing/organizational changes.
6. Proposed Project Team.
We have proposed a very qualified and experienced project team for this engagement
including our most senior consultants and individuals with significant experience
conducting similar engagement. Each of our proposed team members are technical
experts in assigned functional areas.
Richard Brady Rabin Hnfey
1 6% cat Advisor Senior Analyst
Ian Brady
Analyst
The following table provides biographical summaries for the proposed project team.
Matrix Consulting Group Page 5
Proposal to Provide Performance Audit Services TIGARD,OREGON
ALAN PENNINGTON—Alan Pennington is a Vice President and is based in our St. Louis metro
office. Mr. Pennington has over 20 years of practitioner and consulting experience in human
resources. Mr. Pennington served for over 15 years in various public sector positions in Illinois
before joining Matrix.The positions included Assistant City Manager,Assistant Human Resources
Director, and Labor Relations Manager.
Mr. Pennington's experience evaluating staffing and operations as part of organization-wide
studies includes:Albuquerque(NM),Carroll County(NH)DeKalb County(GA),Franklin Township
(NJ), Johnson County (KS), Mt. Lebanon (PA), Orland Park (IL), Peoria County (IL), Rancho
Mirage (CA), Rancho Palos Verdes (CA), Raymore (MO), Roseville (CA), Washington State
Ferries. His experience conducting departmental studies includes: Avon(CT),Lake County(IL), Irvine
(CA), Niles (IL), Rockingham County(NH), Riverside (CA), Springfield (MA),and Sunnyvale (CA). Mr.
Pennington is a member of the following professional associations: The International City/County
Management Association and the Association of Local Government Auditors. -�
Mr. Pennington has a BA (Public Management) and MPA from the University of Maine.
Mr.Pennington would serve as the Project Manager and Lead Analyst for this engagement.
.....................................................................................................................................................................................................................................................
RICHARD BRADY - Mr. Brady has been providing management consulting services to
municipalities for 35+ years across all governmental functions, including over 250 law
enforcement and 250 fire service clients conducting costs and financial analysis, organizational
and operational assessments,organizational structure reviews,feasibility studies,technology and
equipment reviews, and performance audits.
His recent police assessments include Austin and San Antonio (TX), Wichita (KS), Kansas City
(MO), Asheville (NC), Carlisle (PA), Portland (OR), Hennepin County (MN), Mahwah (NJ),
Arlington (WA), and Birmingham (AL). He led our recent police feasibility study efforts in San
Clemente, Laguna Hills, Patterson, Riverside County (CA) and Bergen County(NJ).
Mr. Brady holds a BA from Cal State University, Hayward, and a PhD, Oxford University, UK.
Mr. Brady would serve as the team leader for the public safety functions of the City.
.....................................................................................................................................................................................................................................................
ROBIN HALEY— Mr. Haley is a Senior Manager with the Matrix Consulting Group and has over
20 years of consulting experience in the public sector covering a wide spectrum of functions and
issues. Additionally, his background includes 10 years of experience as a financial analyst and
project manager in private industry. His experience covers a broad range of local government
functions with an emphasis on public works operations.
His experience conducting administrative services and organization-wide studies includes the
following clients: Barnstable (MA), Brattleboro (VT), Carroll County (NH), Charleston County
(GA), Groton (MA), Lawrence (MA), Montpelier (VT), Nashville-Davidson County (TN), Polk
County (FL), Truro-Provincetown (MA), Waltham (MA).
He holds a B.S. in Industrial Management from the Georgia Institute of Technology and an M.B.A.
in Finance from Georgia State University.
Matrix Consulting Group Page 6
Proposal to Provide Performance Audit Services TIGARD, OREGON
JOHN SCRUGGS is a Manager with the Matrix Consulting Group. He has a strong background
in law enforcement, including having previously served as a Captain for the Portland Police
Bureau. He has served in all facets of law enforcement including patrol, investigations, training
and administration during his 26-year career.
Mr. Scruggs was a member of our police department study teams for Kansas City (KS) and
Kansas City(MO),Wichita(KS)and Midwest City(OK)as well as Lower Saucon Township(PA),
Riverside, Sacramento and San Jose (CA). Recently, he has provided additional assistance to
Lower Saucon Township by acting as their interim police chief and has assisted them in a
recruitment for a permanent one.
Mr. Scruggs has a Master of Public Administration from Portland State University. He received
is ac a or s degree in oi ical Science from Portland State University. Mr. Scruggs has also
received mid-management and executive management course certificates from the Oregon
Department of Public Safety Standards and Training.
Mr. Scruggs would be a project analyst on public safety issues.
IAN BRADY is a Senior Manager with the Matrix Consulting Group as part of our Management
Services Division. Mr. Brady created and leads our data analytics practice, which for police
staffing studies includes evaluation of deployments, beat designs and scheduling issues and
alternatives.
Mr. Brady has recently worked on police and fire management studies for Austin (TX), DeKalb
County (GA), Winnipeg (Canada), Berkeley (CA), Raleigh (NC), Birmingham (AL), Portland
(OR),and Hayward (CA). He is leading our current study of the Miami Beach Police Department
(FL).
He received his BA in Political Science from Willamette University.
KHUSHBOO HUSSAIN is a Manager with the Matrix Consulting Group. Ms. Hussain has been
a part of our Financial Services Division for more than five years and has also been a member
of our management studies practice over the last four years.
Ms. Hussain's experience includes evaluating financial processes and internal controls for the
following representative clients: Irvine, Los Angeles, Los Angeles County, Riverside, and
Sunnyvale (CA), Austin (TX), DeKalb County (GA). Additionally, she has conducted cost
allocation plans and user fee studies for over two dozen clients.
Ms. Hussain received her B.A.and M.A. in International Economics from University of California,
San Diego.
Matrix Consulting Group Page 7
Proposal to Provide Performance Audit Services TIGARD,OREGON
DAVID BRANCH is a Senior Consultant with the Matrix Consulting Group. Mr. Branch provides
support to senior staff in all areas,with a focus on our general management consulting practice.
In his time with the firm he has contributed to dozens of studies across the United States in
community development, public works, human resources, and emergency response.
Mr. Branch's experience in projects evaluating functional staffing allocations includes the
following clients: Carroll County (NH), Cedar Rapids (IA), DeKalb County (GA), Montgomery
College (MD), Niles (IL), Niles Library District (IL), Peoria County (IL), Riverside (CA),
Rockingham County (NH), Salt Lake County (UT), Seattle City Light (WA), Vermont Secretary
of State (VT).
Mr. Branch received his B.S. in Public Policy, Management, and Planning from USC and his
Masters Inec ndary Education from the University of Missouri.
Detailed resumes of our project team members are provided on the following pages. We
are not proposing the use of any subcontractors on this engagement. All project team
members are full-time employees of the Matrix Consulting Group.
Matrix Consulting Group Page 8
Proposal to Provide Performance Audit Services TIGARD, OREGON
ALAN D. PENNINGTON
VICE PRESIDENT, MATRIX CONSULTING GROUP
.............................................................................................................
Background:Alan Pennington is a Vice President with the Matrix Consulting Group and leads our
General Consulting Practice. He has been employed by the Matrix Consulting Group since 2005. Prior
to that he served for over 15 years in public sector positions in Maine and Illinois. He served in Peoria,
Illinois(from 1992 to 2005), in various positions including Assistant City Manager,Assistant Human
Resources Director, and Labor Relations Manager. Mr. Pennington has conducted operational studies
and analysis, budget preparation, implementation of performance measurement systems, direct
supervision of an emergency communications center,equal opportunity unit and a labor negotiator. Mr.
Pennington is trained in Six Sigma.
Administrative Services: Conducted studies of administrative support services including Human
Resources, Finances, Procurement, and City Clerk. Study scope of work included evaluating and
revising associated business processes, performance measurement, customer service(internal and
external),technology utilization,staffing evaluations, policy and procedure review,and comparison to
best management practices.
Avon (CT) -HR, Finance, Maintenance Omaha, Nebraska—Union Agreement Eva[.
Carroll County(NH)—Human Resources Peoria County(IL)-HR, Procurement, Finance
Cedar Rapids (IA)—Human Resources Polk County(FL)—HR Assessment
Charlotte(NC)-Procurement Portsmouth (NH) -Labor Relations, Overtime
CPS Consultants(CA)—Organizational, HR Riverside(CA)—Human Resources, Finance
Highland Park(IL)—HR Rockingham County(NH)—Human Resources
Imperial Irrigation District- HR Salt Lake City(UT)-Human Resources
Ketchikan(AK)—HR Division Assessment Santa Clara Valley Water(CA)-Procurement
Lake County(IL)—HR/Payroll Assessment Springfield(MA)-City Clerk
Los Angeles(CA)—Payroll Springfield (MA)-Finance, Procurement
Imperial Irrigation District(EI Centro,CA)—HR Sunnyvale(CA)—Finance, Procurement
Lake County—HR/Payroll University of Maryland University College—HR
Madison Area Technical College-HR University of Albany—SUNY—Admin Functions
Marshall University(WV)- Procurement Vancouver(WA)—HR/Workers Compensation
Matanuska(AK)-School Site Selection Virginia Beach (VA)-HR
Missouri Department of Conservation—HR VTPO(FL)—Human Resources Program Study
Niles(IL)-Finance West Virginia University(WV)—Procurement
Agency-Wide Studies: Participated on project teams conducting evaluations of entire city and county
organizations. Work scope included evaluation of business processes,service levels, policies and
procedures, staffing levels, evaluation of spans of control, and reviewing alternatives options for overall
organizational structure.
Avon, Connecticut Orleans, Massachusetts
DeKalb County, Georgia Peoria County, Illinois
Fort Morgan,Colorado Palos Verdes Estates, California
Half Moon Bay, California Rancho Mirage, California
Johnson County, Kansas Rancho Palos Verdes, California
Montgomery College, Maryland Raymore, Missouri
Montpelier,Vermont Roseville,California
Mt. Lebanon, Pennsylvania South Coast Water District, California
Orland Park, Illinois Washington State Ferries
Matrix Consulting Group Page 9
Proposal to Provide Performance Audit Services TIGARD,OREGON
ALAN D. PENNINGTON
VICE PRESIDENT, MATRIX CONSULTING GROUP
Public Works and Utilities:Conducted studies of full service public works departments including
maintenance, fleet,traffic,engineering, and roads. Studies have focused on evaluation of maintenance
management,crew sizes and staff utilization,technology, organizational structure, standard operating
procedures, levels of performance management,and feasibility of shares services with neighboring
governmental units.
Alexandria,Virginia Nashville-Davidson County,Tennessee
Charleston County, South Carolina Orleans, Massachusetts
Franklin,Tennessee(Water/Wastewater) South Coast Water District, CA
Franklin,Tennessee(Fleet Management) State of MO, Dept. of Conservation—Asset Mgmt.
Milwaukee,Wisconsin Washington County, New York
Community Development(Planning, Building,Code Enforcement): Evaluated the development
review and permitting processes. Conducted assessment of staffing,operations, process mapping,
technology utilization,performance level assessment,and customer service.
Cupertino,California Little Rock,Arkansas
Dayton,Ohio Manatee County, Florida
Gwinnett County, Georgia Marion County,Oregon
Hanover County, Virginia Roseville,California
Hilton Head Island, South Carolina San Jose,California
Johnson City, Tennessee Springfield, Massachusetts
Lawrence, Kansas Sunrise, Florida
Lee's Summit, Missouri(Codes Administration) Town of Hilton Head Island, South Carolina
Lee's Summit, Missouri(Planning) West Palm Beach, Florida
Publications:
Mr. Pennington was a frequent contributor to the monthly IPMA-HR Newsletter, authoring feature
articles, and writing a bi-monthly column titled"Focus on Labor". Feature articles included:
"Interest Based Bargaining:What?Why?When?And How?", September 2000.
"Crisis Management: Defining the Role of Human Resource Professionals when Natural Disasters
Strike", November 2004.
Bi-Monthly column topics included:
"Setting the Tone for Labor Relations", February 2004.
"Outsourcing; Is It Right for Labor Relations?",October 2004.
"To Sue or to Grieve(or Maybe Both)", April 2004.
Handling Grievances, Part I",June 2004,and"Handling Grievances, Part II",August 2004.
"Engaging Your Unions and Employees in Discussions Regarding Benefit Cost Control", Dec.2004.
"The Labor Relations Professional's Role in Developing Great Supervisors", February 2005.
"Defining the Role of the Arbitrator in Discipline Cases",June 2005.
Mr. Pennington also served for several years on the editorial board of the Public Personnel
Management, a publication of IPMA-HR focused on academic research related to Human Resources.
Professional Associations:
Association of Local Government Auditors(ALGA)
International Public Management Association for Human Resources(IPMA-HR)
International City-County Management Association (ICMA)
Education:
BA, University of Maine—Public Management; 1990.
MPA, University of Maine—Public Administration, 1992.
Matrix Consulting Group Page 10
Proposal to Provide Performance Audit Services TIGARD,OREGON
RICHARD P. BRADY
PRESIDENT, MATRIX CONSULTING GROUP
Background: Richard Brady provides organization,staffing and management analytical services to
local government. In his extensive career, he has conducted over 400 projects for over 300 local and
state government client agencies. Richard Brady has been a management consultant to local
government for 30 years. Prior to creating his own consulting practice of Matrix Consulting Group, Mr.
Brady was MAXIMUS's Vice President for providing management auditing services nationwide. Before
that, he was the managing partner of the consulting firm of Hughes, Heiss &Associates.
Agency-Wide Studies: Conducted studies of entire city and county organizations. Scopes of work
included organizational structure and allocation of functions, management spans of control,service and
staffing levels, operational requirements as well as policies and procedures,
Albany, New York Los Gatos, California
Alachua County, Florida Monroe County, Michigan
Alexandria, Louisiana North Miami Beach, Florida
Allegan County, Michigan Palo Alto, California
Augusta,Georgia Portsmouth, New Hampshire
Beaufort County, South Carolina Portsmouth,Virginia
Brattleboro,Vermont Prescott Valley,Arizona
Burke County, North Carolina San Antonio, Texas
Burlington, Massachusetts San Clemente, California
Culpeper County,Virginia San Luis Obispo, California
Florence County, South Carolina Sunnyvale, California
Gainesville, Georgia Upper Merion Twp, Pennsylvania
Hall County, Georgia Waltham, Massachusetts
Irvine, California Wayland, Massachusetts
Lathrop, California West Boylston, Massachusetts
Los Angeles, California Whitman, Massachusetts
Administrative Services: Conducted studies of internal service functions, including human resources,
information technology, purchasing and risk management. Focuses included comparison to best
management practices and peer agencies, customer services approaches,support systems, etc.
Edmond(OK)—IT Salt Lake City(UT)—IT, HR
Franklin County(OH)—Purchasing Santa Rosa (CA)—Purchasing
Irvine(CA)—Human Resources Sonoma County(CA)—Purchasing
Newport Beach—Risk Management Washington D.C.—Purchasing
Law Enforcement: Mr. Brady is a nationally recognized expert in the analysis of law enforcement. He
has conducted police and sherifrs office studies which focused on service delivery strategies, patrol
deployments, scheduling and levels of proactivity, case management, records management systems
and business practices, policies and procedures,crime prevention programs.
Alaska Anchorage Nebraska Omaha
Arizona Goodyear, Prescott Valley Nevada Las Vegas Metro Police Department
Matrix Consulting Group Page 11
Proposal to Provide Performance Audit Services TIGARD, OREGON
RICHARD P. BRADY
PRESIDENT, MATRIX CONSULTING GROUP
.............................................................................................................
California Alameda County,Anaheim, Butte New Hampshire Portsmouth
County, Citrus Heights, Contra Costa County, New York Albany, Carthage, Endicott,Vestal and
Galt,Gilroy, Glendale, Kern County, Los Angeles, Briarcliff Manor
Los Angeles County, Los Gatos, Lynwood,
Monrovia, Napa, Ontario, Orange County, North Carolina Burke County and Durham
Palmdale, Palo Alto, Pittsburg, Poway, San Jose, Michigan Alpena and Detroit
Pasadena, San Bernardino, San Bernardino
County,San Rafael, Santa Ana, Santa Monica, Ohio Fairborn
Sunnyvale
Oregon Clackamas County and Grants Pass
Pennsylvania York
Colorado Aurora South Carolina Beaufort County, Charleston
Florida Alachua County,Jacksonville,Jupiter, County, Hilton Head Island, Spartanburg County
North Miami Beach, Orange County, Pasco Tennessee Nashville-Davidson County and Knox
County, Pinellas County, Port Richey and Venice County
Georgia Americus,Augusta-Richmond County, Texas Arlington,Terrell, EI Paso, Grand Prairie
Fulton County, Hall County, Chatham County, and Southlake
Americus and Gainesville
Utah Salt Lake City
Louisiana Alexandria Vermont Brattleboro
Massachusetts Beverly, Boston, Lawrence, Virginia Leesburg and Loudoun County
Milford, Mansfield, Burlington, Pelham,Wayland, Washington Spokane, Kirkland and Snohomish
Westwood,Whitman County
Minnesota Anoka County Wisconsin Sun Prairie, Milwaukee
Missouri Des Peres and Raymore
Fire and Emergency Medical Services: Mr. Brady is also a nationally recognized expert in the
analysis of fire and emergency medical services. Projects have included evaluations of deployment,
station locations, response policies, company staffing, non-call utilization,fire prevention and
education,training, hazardous materials management,fire management and administration.
Alachua County, Florida Lansing, Michigan
Albany, New York Newark, California
Americus, Georgia Norwalk, Connecticut
Augusta,Georgia Omaha, Nebraska
Bellingham,Washington Palo Alto, California
Brattleboro,Vermont Peoria, Illinois
Bremerton, Washington Reno, Nevada
Broward County, Florida Salt Lake City, Utah
Burlington, Massachusetts San Rafael, California
Charlotte County, Florida Sarasota County, Florida
Cupertino, California Tallahassee, Florida
Hilton Head Island, South Carolina Venice, Florida
EDUCATION
Mr. Brady received his BA degree from California State University at Hayward and his MA and PhD
degrees from Oxford University, U.K.
Matrix Consulting Group Page 12
Proposal to Provide Performance Audit Services TIGARD, OREGON
ROBIN G. HALEY
SENIOR MANAGER, MATRIX CONSULTING GROUP
Background: Mr. Haley has over 25 years of public management consulting experience,with a primary
emphasis on public works related services. This includes a diverse area of experience that includes
utilities, streets and highways, solid waste and recycling, rights-of-way maintenance, parks and
recreation, fleet management, facilities management, and customer service management systems.
Additionally,Mr. Haley has 10 years of experience as a financial analyst in the transportation and defense
contracting industries, with responsibility for budgeting and budget oversight, cost estimation and
customer service.
Administrative Services: Managed and conducted studies of internal service functions, including
human resources,information technology,purchasing,risk management and finance.Scopes of services
included analyses of resource requirements, workflow, customer service practices, and comparison to
best management practices and peer agencies.
Augusta-Richmond (GA)-Tax Commissioner Knox County (TN) - Finance, Human Resources,
Barnstable(MA)-Tax Assessor Risk Management,Trustee
Beaufort County(SC)-Tax Increment Financing Las Vegas (NV) Metropolitan Police Department-
Brattleboro(VT) -Town Clerk, Lister Human Resources
Chatham County(GA)- Finance Maryland Transportation Authority - Human
Farmington Hills(MI)- Finance, Purchasing Resources, Risk Management, Purchasing
Floyd County (GA) - Tax Assessor, Human Nashville and Davidson County (TN) - Internal
Resources Services Benchmarking
Agency-Wide Studies: Managed and conducted studies of city and county organizations. Scopes of
work included analyses of organizational structure, management and planning, staffing, performance
measurement and management,operational requirements, policies and procedures.
Alexandria, Louisiana Hall County, Georgia
Allegan County, Michigan Hammond, Indiana
Augusta-Richmond, Georgia Hobart, Indiana
Beaufort County, South Carolina Hyattsville, Maryland
Brattleboro,Vermont Knox County,Tennessee
Brunswick, Georgia Lake County, Indiana
Charleston County, Georgia Lawrence, Massachusetts
Chatham County, Georgia Maryland Transportation Authority
East Chicago, Indiana Peoria County, Illinois
Effingham County, Georgia Polk County, Florida
Farmington Hills, Michigan Prescott Valley,Arizona
Gainesville, Georgia San Antonio,Texas
Gary, Indiana Venice, Florida
Glynn County, Georgia Waltham, Massachusetts
Groton, MA Whiting, Indiana
Parks & Recreational Services: Mr. Haley has conducted and managed many studies of parks and
recreational services. These included analyses of staffing, organizational structure, management
information systems use,recreational service provision,maintenance management,asset management,
financial and administrative services, and others. These studies focused on optimizing the use of
resources, planning and managing, business plan development, strategic planning, and other topics.
Matrix Consulting Group ?age 13
Proposal to Provide Performance Audit Services TIGARD, OREGON
ROBIN G. HALEY
SENIOR MANAGER MATRIX CONSULTING GROUP
`da-1 rnia Roseville Massachusetts Waltham,Westford
Connecticut Greenwich,Trumbull Michigan Farmington Hills
Florida Davie Rhode Island Jamestown
Georgia Athens-Clarke County South Carolina Richland County
Illinois Elmhurst Park District Utah Salt Lake City
Public Works and Utillties: Mr. Haley has conducted and managed many studies of public works and
utilities functions,including streets,solid waste and recycling,fleet management,engineering,water and
wastewater utilities, traffic and facilities management. Scopes of services have included analyses of
street replacement and resurfacing, management and planning of maintenance activities, crew sizes,
staffing requirements, fleet and equipment needs,vehicle maintenance and replacement, infrastructure
maintenance and replacement, staff utilization, customer service and responsiveness, as well as other
functions.
Arizona Maricopa County, Peoria, Pinal County, Michigan Farmington Hills
Prescott Valley, Scottsdale Mississippi Jackson
California Beverly Hills, Ventura County, West Missouri Lee's Summit
Covina Nebraska Sarpy County
Colorado Aurora,Thornton New Hampshire Amherst
Florida Escambia County Utilities Authority, New York Onondaga County,White Plains
Hernando County, Pasco County Sheriff, Polk North Carolina Nags Head, Winston-Salem
County, Port Everglades,Tampa,Venice North Dakota Grand Forks
Georgia Augusta-Richmond, DeKalb County, Oregon Douglas County
Floyd County, Gainesville, Hall County, Macon Puerto Rico Ponce
Idaho Ada County Highway District South Carolina Anderson County, Beaufort
Illinois Lake County, Moline, Peoria County, Rock County, Charleston County, Hilton Head Public
Island Service Dist. No. 1, Rock Hill
Indiana East Chicago, Gary, Hammond, Lake Tennessee Nashville, Springfield
County, Whiting Texas San Antonio, Southlake
Louisiana Alexandria Virginia Lynchburg
Massachusetts Andover, Chelsea, Haverhill, Wisconsin Milwaukee, Oconomowoc, Rock
Lawrence, Lowell, Marshfield, Northampton, County, Waukesha
Springfield,Waltham,West Springfield
Education:
B.S. Georgia Institute of Technology,Atlanta, Georgia 1980
M.B.A.Georgia State University 1988
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Proposal to Provide Performance Audit Services TIGARD, OREGON
AARON C. BAGGARLY,AICP
SENIOR CONSULTANT, MATRIX CONSULTING GROUP
..........................................................................................................
Background:Aaron Baggarly is a Senior Consultant with the Matrix Consulting Group and is part of
our General Consulting and Public Safety Divisions. Mr. Baggarly has extensive experience in
organizational, operational, and planning studies for local, state and national agencies. Mr. Baggarly
most recently worked for the City of Stillwater, OK and another consulting firm prior to coming to Matrix
Consulting Group and provides a system-wide approach and understanding to each project. Mr.
Baggarly has over 5 years of consulting experience—two with the Matrix Consulting Group. Mr.
Baggarly has a performed a wide array of analysis for public sector clients. Analytical techniques
include data and workload analysis, needs assessments,visioning,organizational and staffing studies,
best management practices and master planning.
Community Development(Planning, Building,Code Enforcement): Evaluated the development
review, permitting,and service delivery processes of municipalities. Contributed to assessment of
staffing,operations,process mapping,technology utilization, performance level assessment, and
customer service.
Blacksburg (VA) - Development Review Downey(CA)—Development Review
Boston (MA)—Inspectional Services East Point(GA)—Development Review
Burlington(VT)-Permitting Review Tinley Park(IL)—Org/Development Review
Master Planning: Mr. Baggarly has performed a wide array of analysis and subsequent planning
studies for public sector clients. Worked with the public and employees to develop a system wide
approach to operational philosophy that has resulted in facility master plans to provide customer-
oriented services to the public. Work includes data collection and analysis, needs assessments, public
input sessions, and master plan development.
Berkeley County(SC)*-Government Master Plan Monroe County(PA)*-Court Master Plan
Benton County(OR)*-Government Master Plan North Carolina*-State Offices Master Plan
Broward County(FL)*-Courts Master Plan Pasco County(FL)*-Government Master Plan
Colorado*-State Capital Complex Master Plan Richland County(SC)*-Government Master Plan
Franklin County(PA)*-Government Master Plan Sunnyvale(CA)*- Government Master Plan
Jasper County(MO)*-Court Master Plan Wyoming*-State Capital Master Plan
Monroe County(FL)*-Government Master Plan *Denotes work with previous firm
Professional Associations:
American Planning Association
American Institute of Certified Planners(AICP)
Education:
BS,Appalachian State University—Community and Regional Planning, minor in GIS;2007
Matrix Consulting Group Page 15
Proposal to Provide Performance Audit Services TIGARD, OREGON
IAN BRADY
SENIOR MANAGER, MATRIX CONSULTING GROUP
.............................................................................................................
BACKGROUND: Ian Brady is a Manager with the Matrix Consulting Group. He began with the firm as an
intern before joining full-time, and now has over 5 years of consulting experience. He specializes in public
safety and is dedicated to providing analytical support for all of our police,fire,emergency communications
and criminal justice system studies. Mr. Brady also developed the firm's GIS-based analytical tools for
analyzing field service workloads and service levels, beat design and efficiency, and alternatives to
resource deployment and scheduling.
EXPERIENCE IN LAW ENFORCEMENT AND CORRECTIONS STUDIES
Mr. Brady has experience conducting law enforcement management, staffing and operations studies,
including recently for the following clients:
Adams County, Colorado(corrections) Laguna Hills, California
Arlington,Washington Mahwah, New Jersey
Berkeley,California Orange County, Florida(corrections)
Birmingham,Alabama Portland,Oregon
Chula Vista, California Patterson, California
Columbia, Missouri Raleigh, North Carolina
DeKalb County, Georgia Redding, California
Hanford, California Rio Rancho, New Mexico
Hayward,California Rockingham County, New Hampshire (corr.)
Huntington Beach, California Roseville, California
La Quinta, California Suffolk,Virginia
Lansing, Illinois Winnipeg, Manitoba
EDUCATION:
Mr. Brady received his BA in Political Science from Willamette University.
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Proposal to Provide Performance Audit Services TIGARD, OREGON
JOHN SCRUGGS
MANAGER, MATRIX CONSULTING GROUP
.............................................................................................................
Background:John Scruggs is a Manager with the Matrix Consulting Group. He has a strong
background in law enforcement, including having previously served as a Captain for the Portland Police
Bureau. He has served in all facets of law enforcement including patrol, investigations,training and
administration during his 26-year career. In addition to his law enforcement background Mr. Scruggs
has extensive experience in the legislative process. He has authored or co-authored five state laws and
city ordinances. He received the 2015 partnership award from the Oregon Chiefs of Police Association
and the Oregon State Sheriff's Association for his work on the Oregon Body Worn Camera bill. Mr.
Scruggs also served as the Chair of the National Policy Board for the Gang Resistance Education and
Training(G.R.E.A.T.)program.
Law Enforcement Experience: He has worked with Matrix Consulting Group as internal project
manager for the recent Portiand Police-Bureau(OR)staffing-stud—y.
His consulting experience includes law enforcement studies for Lower Saucon Township(PA), Kansas
City(MO), Kansas City and Wyandotte County(KS),Wichita(KS), San Jose(CA), and Midwest City
(OK).
Recently, he has provided additional assistance to Lower Saucon Township by acting as their interim
police chief and has assisted them in a recruitment for a permanent one.
Education
Mr. Scruggs has a Master of Public Administration from Portland State University. He received his
Bachelor's degree in Political Science from Portland State University. Mr. Scruggs has also received
mid-management and executive management course certificates from the Oregon Department of
Public Safety Standards and Training.
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Proposal to Provide Performance Audit Services TIGARD,OREGON
KHUSHBOO HUSSAIN
MANAGER, MATRIX CONSULTING GROUP
.............................................................................................................
Background: Khushboo Hussain is a Manager with the Matrix Consulting Group. She has been
employed by the Matrix Consulting Group since February 2012. Prior to joining the firm,she worked in
the international relations and government industry. Ms. Hussain has contributed to numerous studies
in her time with the firm as outlined below.
Management Services: Contributed to studies of management departments including Human
Resources, Finances, City Clerk,Community Development, Animal Services,etc. Study scope of work
included performance measurement,customer service(internal and external),technology utilization,
staffing evaluations, policy and procedure review, process analysis,and comparison to best
management practices.
Ashland(OR) Sacramento County(CA)
Bay Area Rapid Transit(BART) San-Bernardino(CA)
Culver City(CA) San Clemente(CA)
DeKalb County(GA) Santa Monica(CA)
Honolulu Board of Water Supply(HI) Seattle(WA)
Irvine(CA) Sonoma County(CA)
Los Angeles County(CA) Tomales Village Community Services District(CA)
Palo Alto(CA) University of Maryland—University College(MD)
Pasadena(CA) Vacaville(CA)
Riverside(CA) World Logistics Center(CA)
Cost Allocation Plans and User Fee Studies: Ms. Hussain has assisted and participated in several
cost allocation and user fee studies.These studies determined the costs of providing local government
services utilizing activity-based costing principles and led to recommendations that generated
significant additional revenues for local government clients.
Asheville(NC) Monterey Bay Unified Air Pollution Control District
Austin (TX) (CA)
Capitola(CA) Maui County(HI)
Central Contra Costa Sanitary District(CA) Pasadena(CA)
Cupertino(CA) Perris(CA)
Elk Grove (CA) Resources Conservation District of Santa Cruz
Fairfield(CA) County(CA)
Fresno(CA) San Bernardino(CA)
Ft. Lauderdale, Florida San Pablo(CA)
Huntington Park(CA) San Mateo(CA)
Kissimmee, Florida Santee(CA)
Livermore(CA) Seal Beach(CA)
Long Beach(CA) Sonoma County(CA)
Madera(CA) Vacaville(CA)
Manhattan Beach (CA) Willits(CA)
Education
BA, University of California, San Diego—International Economics;2010
M.A, University of California, San Diego—International Affairs;2011
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Proposal to Provide Performance Audit Services TIGARD,OREGON
DAVID BRANCH
SENIOR CONSULTANT, MATRIX CONSULTING GROUP
.............................................................................................................
Background: David Lee Branch is a Senior Consultant in our Edwardsville, IL(St. Louis area)office.
He has been employed by the Matrix Consulting Group since June 2013. Prior to joining the firm, he
taught for two years in St. Louis through the highly selective Teach for America post-graduate program.
Mr. Branch has contributed to dozens of studies in his time with the firm, in areas including fire and
police services, human resources, public works,code enforcement, purchasing/procurement,and
development services.
Administrative Services: Contributed to studies of administrative support services including Human
Resources, Finances, Procurement,and City Clerk. Study scope of work included performance
measurement,customer service(internal and external), technology utilization, staffing evaluations,
policy and procedure review, and comparison to best management practices.
Carroll County(NH)—Human Resources Peoria County(IL)—Countywide Org. Study
Cedar Rapids(IA)—Human Resources Polk County(FL)-HR
Charlotte(NC)—Aviation Procurement Rockingham County(NH)—General Org. Study
DeKalb County(GA)—Admin Functions Riverside(CA)—Human Resources
Elmhurst(IL) Parks District—Staffing Salt Lake County(UT)-General Org. Study
Lake County(IL)—HR Assessment Seattle City Light (WA)—Worker's Comp
Marshall University(WV)—Purchasing Audit Springfield WSC (MA)—Human Resource
Montgomery College(MD)—General Org. Study Secretary of State(VT)—General Org. Study
Niles(IL) Public Library—General Org. Study Virginia Beach (VA)—Human Resources
Public Safety: Contributed to the evaluation of Fire, Police, and EMS services.Analyzed call center,
dispatch,and human resources data,conducted stakeholder surveys, and comparative research.
Anchorage(AK)—Fire Peachtree(GA)—911
Asheville(NC)—Police Portland (OR)—Police
Dinuba(CA)—Fire Sarpy County(NE)—911
Huntington Beach (CA)—Fire Snohomish County(WA)—911
La Quinta(CA)—Police Wadsworth (OH)—Police
Mat-Su County(AK)—911 Winter Garden (FL)—Fire
Public Works&Community Development(Planning, Building,Code Enforcement): Evaluated the
development review, permitting, and service delivery processes of municipalities. Contributed to
assessment of staffing,operations, process mapping,technology utilization, performance level
assessment, and customer service.
Albany(NY)—Development Review Martin County(FL)—Utilities and Solid Waste
Coral Gables(FL)—Planning&Zoning Niles(IL)—Public Works
DeKalb County(GA)—Development Review Ogden(UT)—Fleet&Facilities
Elmhurst(IL)—Parks& Recreation Redlands(CA)—Planning&Permitting
Flower Mound (TX)—Code Enforcement Rock County(WI)—Public Works
Kissimmee(FL)—Development Review San Clemente(CA)—Public Works
Lake County(IL)—Public Works Schaumburg (IL)—Public Works
Los Angeles(CA)—Development Review Westminster(CO)—Planning&Permitting
Education
BS, University of Southern California—Public Policy, Management, and Planning;2011
M.Ed., University of Missouri, St. Louis—Secondary Education;2013
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Proposal to Provide Performance Audit Services TIGARD, OREGON
12 Audit Approach
This section of our proposal provides a project task plan designed to meet the City of
Tigard's need for a comprehensive performance audit of city services. The task plan is
designed, through a designed approach, to answer the following specific questions
outlined in the RFP:
• What services are provided by each department/division /program and how are
those services delivered?
• How effective are the delivery of programs and services?
• Are funds being spent appropriately and are resources being employed in the most
efficient and effective manner to delivery services?
• What performance improvements could be implemented, or leading practices
utilized, to enhance service delivery?
• Are there organizational, staffing or management changes that should be
implemented that would lead to improved performance?
• What performance improvements should be made or inefficiencies that could be
eliminated through changes in how work is performed?
The following task plan is designed to provide a comprehensive framework to assess and
answer these questions and provide a systematic improvement plan for the organization.
1. Our Proposed Project Approach.
In the task plan, which follows, is provided our proposed description of the work we would
undertake to provide performance audit services to the City of Tigard.
Task 1 Develop an Understanding of the Operations, Organization and
Management of Functions in the City of Tigard.
During project initiation the project manager will interview the City Manager and, if
desired, members of the governing board, to understand the reasons for the study and
its goals.
Concurrently, it is important that the project team understand, in detail, how each
department is staffed, organized, operated and managed. Additionally, it is important that
the project team understand basic service delivery targets; current service levels, and
where there may be overlaps and gaps. To develop this understanding, we will
accomplish the following work steps—among others:
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Proposal to Provide Performance Audit Services TIGARD,OREGON
Conduct individual interviews within each department to understand the existing plans of
organization as well as key organizational issues facing each department/function.
Develop descriptions of the staffing and responsibilities for staff in each function. Document
trends in staffing and identify gaps, if any, in key service areas/skills.
Develop an understanding of the scope of the programs and services for each function.
Document historical, current and projected workloads, costs, and service levels for each
function
Develop an understanding of key performance indicators for each department/function.
Develop an understanding of the mayor management systems to plan and schedule, monitor
and adjust approaches to providing services.
Document the major software and technology employed throughout the City and develop an
understanding of the current levels of utilization.
Review major documents to gain an understanding of the operational practices of the City and
to understand the financial and legal constraints the City is operating under. These
documents would include the current and recent budgets, policy documents, work rules and
personnel manuals,fob descriptions, regularly generated management reports, available
operational statistics, mission statements and any available performance indicators.
A profile documenting the current service delivery approaches and costs would be
developed at the end of this task.
TASK RESULT
A summary profile of each department's organization, staffing and
operations. These descriptive profiles would be structured to provide a
baseline summary valuable for later analysis.
Task 2 Conduct a Survey of Employee Attitudes Toward Current
Staffing, Services, Organization and Management Issues.
It is critical for the project team to develop strong input regarding current operational and
organizational issues from staff. The use of an employee survey would provide
employees within the organization, beyond those interviewed, the opportunity to provide
input into this process. It will also enable all staff an additional opportunity for input.
To provide a major avenue for employee input at the outset of the project, we plan to
prepare a questionnaire, which would be designed to:
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Proposal to Provide Performance Audit Services TIGARD, OREGON
Document attitudes toward the types, levels and quality of services provided.
Document attitudes toward the balance of work and staffing.
Elicit attitudes toward organizational elements such as coordination of staff and services,
internal management of operations, scheduling and deployment, and the like.
Document perceptions regarding key management issues such as planning of work to be
performed, internal communications and the like-
Obtain employee views about opportunities to restructure services, reduce costs, etc.
Questionnaires would be structured to document the attitudes toward issues and
systems, which are organization-wide, and also attitudes toward issues which are unique
to each operating department. Questionnaires would be confidential and conducted via
an online survey service.
TASK RESULT
The product of this task would be a narrative and analytical summary of
response patterns on an organizational and departmental basis.
Task 3 Obtain Input from the Community Through an Online Survey and
a Community Meeting.
It is critical for the project team to develop input regarding current operational and
organizational issues from the "customers" of City government, that is, the community.
To provide a major avenue for input at the outset of the project, we propose to conduct a
community online survey to gather information regarding public perception of services
and service delivery.
We would conduct an online electronic survey that could be completed by any member
of the public to provide additional feedback and input to the project team regarding the
City-provided services. We have found that the public can often identify areas where
current service delivery approaches are confusing, duplicative, or not meeting their
needs. Information regarding the perceptions of the services provided and the current
satisfaction with these services will provide unique insight for local government and
enable local officials and managers to better understand how their service delivery is
perceived. Questions would address the following thematic areas
Document attitudes toward the types, levels and quality of services provided
Document attitudes toward responsiveness.
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Proposal to Provide Performance Audit Services TIGARD, OREGON
Elicit attitudes toward organizational issues such as coordination of services.
Document perceptions regarding key management issues
Identify service gaps.
Questionnaires would be confidential and completed via an online survey instrument
(SurveyMonkey). Once questionnaires are completed, we will analyze results and
prepare an analytical summary that documents response patterns on a departmental
basis. We would work with the project steering committee to determine the most
appropriate method to accomplish this, including advertising.
TASK RESULT
The product of this task would be a narrative and analytical summary of
response patterns from the Community Survey.
Task 4 Conduct a "Best Management Practices" and Comparative
Assessment of Organization, Staffing and Management.
In this task, our project team will utilize "best management practices" and a comparative
survey to evaluate staffing, productivity, processes, use of technology, management
planning, as well as many other dimensions of organizational performance for the
functions under review. To accomplish this, we would undertake the following activities:
Best Practices Comparative Assessment—The project team would develop a detailed list
of"best management practices"for use in a diagnostic appraisal of staffing and service
delivery for each service function. This diagnostic appraisal would additionally utilize
recognized staffing benchmarks to assess current staffing allocations based upon recognized
operational practices and staffing levels.
Comparative Survey—Additionally, we would compare organizational structure, staffing
levels, and management performance indicators with four(4) comparable public entities. The
comparative survey would benchmark the City against the comparable entities in Oregon, or
elsewhere in the Pacific Northwest, on factors including staffing, service levels organizational
structure and management approaches.
A summary of the findings from these two efforts would be developed as an interim
delivery and shared with the project steering committee.
TASK RESULT
An assessment outlining how the City's current staffing, service delivery,
organization and staffing compare to best practices and comparable
municipalities.
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Proposal to Provide Performance Audit Services TIGARD,OREGON
Task 5 Develop an Organization, Operational and Staffing Assessment
of Current and Projected Services.
In this important work task, opportunities for improving the organizational structure,
management, operations and staffing will be analyzed. This task will include such
approaches and methodologies as the following:
Evaluate the organizational structure in each Department We will evaluate
organizational structure in terms of gaps or overlaps in function, spans of control and
appropriate organizational location.
• Is the organization structure too"tiered"or too"flat"from the management staffing
perspective?
• Are functions placed too high or too low in regard to their importance in meeting operating
and service objectives?
• Are spans of control too broad or too limited?
• Are there any overlapping or duplicated functions?
Evaluate financial resources utilized to provide services.This analysis will focus on an
evaluation of the utilization of financial resources in providing services to the public and will
identify deficiencies or excesses in financial services allocated by functional/program area
both in comparison to best practices and comparative entities. Recommendations will be
developed for more effective utilization of existing resources.
Evaluate staff utilization and deployment compared to service levels and workload-
This analysis will evaluate staff utilization by comparing staffing allocations against both
current and desired service levels and existing and projected workload.
Evaluation of the adequacy of major work practices. The analysis will focus on
identification of opportunities to streamline work practices to increase utilization levels and/or
reduce staffing requirements Through the analysis of major work practices, the consulting
team will determine:
• The frequency of various work tasks now performed is unnecessary or can be reduced.
• Some work tasks can be eliminated.
• Skill mix for positions can be improved.
• Effectiveness of the use of technology to simplify work activities and deliver services-
Analyze the effectiveness of managing performance in the City: Departmental
operations require effective management to ensure that staff are appropriately scheduled,
deployed, utilized and held accountable for performance. The project team will evaluate this
in terms of the following:
• How do managers plan, schedule and control the work to be done in each of the City's
organizational units?
• Do managers have accurate and timely measures of the performance of each unit?
• How are goals, objectives and service level targets developed9
• How is 'customer service'defined, promoted and supported'/
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Proposal to Provide Performance Audit Services TIGARD, OREGON
Analysis of these components will result in the development of detailed recommendations
regarding:
• Specific staffing required, given acceptable utilization levels.
• Development of appropriate performance metric for each service area/program.
• Specific steps that need to be taken to reach reasonable utilization levels,
including:
- Specific changes in existing work methods and practices.
- Adjustments in existing planning and scheduling techniques.
- Where appropriate, specific steps that could be taken to adjust existing
operating systems with positive impact on staff utilization.
- Changes that warrant modification to employee job descriptions.
Develop recommendations to enhance operational practices, improve staff utilization, and
best utilize existing financial resources based on current and projected workloads and
service demands.
TASK RESULT
The result of this task would be a detailed analysis of the organizational,
management and operational choices in service delivery, service levels and
the staffing needs in each Department.
Task 6 Prepare a Draft and Final Report and Provide Implementation
Plan.
Upon the conclusion of the assessment, we will prepare a detailed report which
summarizes the results of each of the previous work tasks described above. This report
includes the following:
A description of the methodology by which we conducted the study; including our approach,
interviews, survey methodology, and the methods by which we obtained review and feedback
from the City.
A detailed evaluation of department/office staffing and management with specific
recommendations on current and projected staffing requirements tied to service levels.
A detailed analysis of major work processes, and recommendations for improvement in
methods of service delivery to utilize staff and financial resources more efficiently and
effectively.
Recommendations for specific performance metrics for each functional area to manage and
measure performance.
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Proposal to Provide Performance Audit Services TIGARD, OREGON
Implementation plans covering all recommended improvements consisting of specific work
steps, suggested responsibility for implementation,timing and sequencing for the
accomplishment of each work step. as well as the cost and/or savings associated with
implementation.
The analysis would be reviewed in draft form with staff. Once this review is completed,
the project team will review all comments received, edit and finalize the report and present
the final report to the City in a public meeting.
TASK RESULT
The result of this task would be the draft and final report and implementation
plan together with all of the technical documents developed during the study
process. We would present the final report to the City, as requested.
2. Project Schedule
As shown in the following table, we are proposing a seven month (7) project schedule for
the scope of work proposed. The following table summarizes the time required to
complete each task of our proposal.
1 2 3 4 5 6 7
Profile/Current State Assessment
Employee Survey
Community Survey
Best Practices/Comparative
Operational/Staffing Assessment
Draft& Final Report
This schedule provides a comprehensive review of all City operations over a seven month
period with a concluding date in advance of the City's stated completion date of June 30,
2019.
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Proposal to Provide Performance Audit Services TIGARD, OREGON
1 3 Pricing Proposal
We are proposing to conduct this engagement for a total fixed not-to-exceed price of
$87,500 if all departments are conducted concurrently.There are substantially economies
of scale with our approach that provide a cost-effective approach to conducting
organization-wide assessments.
The following table provides a breakdown by task and consultant classification role for
this engagement:
Project Senior
Manager/ Analyst Analyst
Advisor
Profile/Current State Assessment 16 48 56 120
Employee Survey 8 0 24 32
Community Survey 8 8 16 32
Best Practices/Comparative 16 32 56 104
Operational/Staffing Assessment 24 48 72 144
Draft&Final Report 24 24 40 88
Total Hours 96 160 264 520
Hourly Rate $225 $165 $125
Total Professional Fees $21,600 $26,400 $33,000 $81,000
Project Expenses $6,500
Total Project Cost $87,500
We are available to begin within 2 weeks of a notice to proceed.
Matrix Consulting Group Page 27
Proposal to Provide Performance Audit Services TIGARD, OREGON
IAppendix Forms
The completed forms are provided on the following pages.
Matrix Consulting Group Page 28
SECTION 7
PROPOSAL CERTIFICATIONS
******************************************
Non-discrimination Clause
The Consultant agrees not to discriminate against any client, employee or applicant for employment or for
services, because of race, color,religion, sex,national origin, handicap or age with regard to, but not limited
to,the following:employment upgrading,demotion or transfer;recruitment or recruitment advertising;layoffs
or termination; rates of pay or other forms of compensation; selection for training;rendition of services. It
is further understood that any contractor who is in violation of this clause shall be barred from receiving
awards of any purchase order from the City,unless a satisfactory showing is made that discriminatory practices
have terminated and that a recurrence of such acts is unlikely.
Agreed by: Richard P.Brady,President
Firm Name: Matriv C'nnenitincr Grnllp
Address: 11 55 Sew Mnrricnn Street tt1 M
Portland,OR 97205
*****************************************
Resident Certificate
Please Check One:
® Resident Vendor: Vendor has paid unemployment taxes and income taxes in this state during the last
twelve calendar months immediately preceding the submission of this proposal.
Or
❑ Non-resident Vendor:Vendor does not qualify under requirement stated above.
(Please specify your state of residence:_
Officer's signature:
T)pe or print officer's name: Richard P.Brady,President
RFP—Performance Audit Services
Close—Wednesday,August 29,2018—2:00 pm Page 12
SECTION 8
SIGNATURE PAGE
The undersigned proposes to perform all work as listed in the Specification section, for the price(s) stated;
and that all articles supplied under any resultant contract will conform to the specifications herein,
The undersigned agrees to be bound by all applicable laws and regulations,the accompanying specifications
and by City policies and regulations.
The undersigned,by submitting a proposal,represents that:
A) The Proposer has read and understands the specifications.
B) Failure to comply with the specifications or any terms of the Request for Proposal may disqualify
the Proposer as being non-responsive.
The undersigned certifies that the proposal has been arrived at independently and has been submitted without
any collusion designed to limit competition.
The undersigned certifies that all addenda to the specifications has been received and duly considered and
that all costs associated with all addenda have been included in this proposal:
Addenda: No. through No. inclusive.
We therefore offer and make this proposal to furnish services at the price(s)indicated herein in fulfillment of
the attached requirements and specifications of the City.
Name of firm: Matrix rnncnitino Grnnn
Address: 11 55¢V('Mnrrienn greet#�nn
Portland,OR 97205
Telephone Number: (Sn_rm_5129 Fax Number: 650-�37-231
A 0
By: � Z�I� v� Date: R-97-18
(Signature of Authorized Official. partnership, signature of one partner.)
Typed Name/Title: Richard P.Brad34 President
If corporation,attest: A4�A a
(Corporate Officer)
® Corporation ❑Partnership ❑Individual
Federal Tax Identification Number(TTN): 05-0545979
RFP—Performance Audit Services
Close—Wednesday,August 29,2018—2:00 pm Page 13
ATTACHMENT A
CITY OF TIGARD, OREGON
ACKNOWLEDGMENT OF ADDENDA
Project Title: Performance Audit Services
Close: Wednesday,August 22,2018-2:00 p.m.
I/WE HAVE RECEIVED THE FOLLOWING ADDENDA (Itnone received, write `None Received':
1. 3.
2. 4.
Date
Signature of Proposer
PresUent
Title
matrix congiihjng roup
Corporate Name
RFP—Performance Audit Services
Close—Wednesday,August 29,2018—2:00 pm Page 14
ATTACHMENT B
CITY OF TIGARD,OREGON
STATEMENT OF PROPOSAL
Name of Consultant: Matrix cnna„lting cmii ,
Mailing Address: 1155 SW Morrison Street#100
Portland,OR 97205
Contact Person: Richard R Brady,President
Telephone: 650-575-5129 Fag: 650--917.2-110 Email: rhr .ma rix g.net
accepts all the terms and conditions-contained—irr-tl'ie—City—ofiIigard's Request for Proposal for
Mechanical/HVAC Preventative Maintenance and Inspection Services and the attached general services
agreement(Attachment C):
P. f. 8-28-18
Signature of authorized rep sentative Date
Richard P. Brady,President 650-858-0507
Type or print name of authorized representative Telephone Number
Richard P.Brady,President 650-858-0507
Type or print name of person(s) authorized to negotiate contracts Telephone Number
REFERENCES
Orting,Washington 360-893-2219 x115
Reference#1 Telephone Number
Qxgani7"nnaLAssessment mni-1r RP+hr„e
Project Title Contact Individual
Groton,Massachusetts 979-449-1111
Reference#2 Telephone Number
04ganizational Review X151A-Haddad
Project Title Contact Individual
Orland Park,IL 972-547-7500
Reference #3 Telephone Number
Organizational Staffing Analysis Pan1 Grim—
Project
Project Title Contact Individual
RFP—Performance Audit Services
Close—Wednesday,August 29,2018—2:00 pm Page 15