HomeMy WebLinkAboutItem No. 17 Peer Review of Police Services JPAText File
City of Lake Elsinore 130 South Main Street
Lake Elsinore, CA 92530
www.lake-elsinore.org
File Number: ID# 19-243
Agenda Date: 7/9/2019 Status: Consent AgendaVersion: 1
File Type: AgreementIn Control: City Council / Successor Agency
Agenda Number: 17)
Page 1 City of Lake Elsinore Printed on 7/3/2019
REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Grant Yates, City Manager
Prepared by: Nicole Dailey, Assistant to the City Manager
Date:July 9, 2019
Subject:Peer Review of Police Services Joint Powers Authority Feasibility Study
Recommendation
Approve the City’s participation in a Peer Review of the Police Services Joint Powers Authority
Feasibility Study and authorize the City Manager to enter into a participation/cost sharing
agreement with Citygate Associates, LLC at an estimated amount of $15,000, in such final form
as approved by the City Attorney.
Background
The City of Lake Elsinore contracts with the Riverside County Sheriff’s Department for law
enforcement services. While the Sheriff’s Department provides high-quality public safety
services to the City and many of our surrounding communities, the cost for contracting these
services has increased dramatically by more than 37% over the last ten years. These contract
rates are expected to continue to increase year after year. Based on these unsustainable
increases and projections, the City has been working with other contract cities to explore ways
to address these rising contract rates.
At a Mayors’ Summit on Public Safety hosted by the City of Temecula in 2015, participating
contract cities discussed the concept of forming a joint power authority (JPA) as an alternative
to save on public costs.
In February 2016, the City Council approved the City of Lake Elsinore’s participation in the study
to evaluate the feasibility of creating a Police Services JPA to manage services of several cities
that currently contract with the Sheriff’s Department. In addition to the City of Lake Elsinore, the
other participating cities included Coachella, Jurupa, Menifee, Moreno Valley, Perris, San
Jacinto, Temecula, and Wildomar.
On April 11, 2017, Matrix presented findings which indicated that a JPA could offer operational
and cost efficiencies based upon assumptions included in that study. During this meeting, staff
indicated that next logical step would be to conduct a peer review study, whereby another highly
qualified consultant would independently validate the assumptions and findings in the initial
study. The City Council directed staff to take the next steps to conduct this peer review in
Peer Review of Police Services JPA
July 9, 2019
Page 2 or 2
August 2017. The cities of Moreno Valley, San Jacinto, Wildomar, Jurupa Valley and Temecula
also supported moving forward with a peer review process.
Previously, the City Council designated a Public Safety Subcommittee to remain fully informed
on the progress of this project and continues to proactively explore all opportunities related to
improving public safety services and/or reducing the City’s costs. The Public Safety
Subcommittee has been very involved in reviewing services and costs associated with all
related contract services.
Discussion
On September 10, 2018, a Request for Proposals was released to solicit proposals to conduct
this peer review. After reviewing proposals, staff members representing all participating cities
recommended award of a consulting contract to Citygate Associates, LLC, for an estimated
amount of $15,000 per city. In addition to validating findings in the initial study, the report will
consider impacts associated with revising the study to address the cites listed above.
As noted in the Final Report on the JPA Feasibility Study, extensive data collection from various
sources was used to develop the conclusions and recommendations. This data included
information provided by each participating city, the Sheriff’s Department, compensation surveys
from various law enforcement agencies, data related to start-up costs, and retirement options.
With recent changes in the Riverside County Sheriff’s Department, the City is very encouraged
by newly elected Sheriff Bianco’s pledge to work in partnership with cities that contract for law
enforcement services. Particularly, we are grateful for his willingness to engage in meaningful
dialogue with the City and for his demonstrated leadership to seek reductions to contract service
cost.
However, the City still has an obligation to continually explore all opportunities to ensure the
highest levels of service while also remaining fiscally responsible in the short and long-term.
This peer review and related feasibility study will provide value to the City by verifying and
offering additional information to assist in future contract negotiations related to law enforcement
services.
Fiscal Impact
Funds have been allocated in the Operating Budget for Fiscal Year 19/20 for an estimated
amount of $15,000 to be paid to the City of San Jacinto for the City of Lake Elsinore’s equal
share of cost to contract with Citygate Associates, LLC.
Exhibits
A – Proposal from Citygate Associates, LLC
January 30, 2019
Robert Johnson
City Manager
City of San Jacinto – City Manager’s Department
595 S. San Jacinto Avenue
San Jacinto, CA 92583
RE: REVISED PHASE IPROPOSAL FOR THE POLICE SERVICES JOINT POWERS AUTHORITY
FEASIBILITY ASSESSMENT
Dear Robert Johnson:
In response to your written request and follow-up phone calls, Citygate is pleased to submit this
summary proposal to begin incremental assessment work on the envisioned multi-city police
services Joint Powers Authority (JPA).
PROJECT METHODS
As requested,Citygate’s team will:
Review the Matrix report with an emphasis on assessing if the Matrix study
methodology and data uses appear feasible and to best practice expectations for
field and headquarters operations.
Obtain current workload data for the policing areas and compare them to the
Matrix study assumptions that would have driven field and headquarters staffing
needs.
Peer review the Matrix study fiscal assumptions and results.
Peer review the Matrix study start-up costs and determine if they include all
feasible issues.
Conduct a gap analysis of any noted deficiencies in the Matrix study results and
recommendations.
Prepare an executive-summary-level written report and PowerPoint briefing of the
results of Citygate’s assessment and recommended next study and/or
implementation steps for the partners to consider.
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Robert Johnson
January 30, 2019
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On-site meetings will include:
¾One meeting with the JPA project administrative committee from each of
the cities involved.
¾Up to six separate meetings for individual city council briefings.
Project Duration
This task will take approximately three months to complete. The assessment will take one month.
The administrative committee briefing will occur in the second month. As and if needed, city
council briefings can be completed in the second and third months.
PROJECT FEES
Our charges are based on actual time spent by our consultants at their established billing rates,
plus reimbursable expenses incurred in conjunction with travel, printing, clerical, and support
services related to the engagement. Our travel, as needed for out-of-area consultants, is budgeted
at Southwest Airline’s full fares and average local hotel rates. If advanced planning allows, then
lower fares will be used. In either event, the partners only pay the actual out-of-pocket expenses.
We will undertake this study for a not-to-exceed total cost based on our proposed project Work
Plan and schedule as presented in the following table. Any additional work outside the Work
Plan described in this proposal, as mutually agreed to in writing as a change order, will be billed
at the hourly rate of the respective consultant(s), including any reimbursable expenses plus a five
percent administrative fee.
Project Cost Summary
Consulting Fees
of Project Team
Reimbursable
Expenses
Administration
(5% of Hourly
Fees)
Total Citygate
Project Amount
$53,520 $9,967 $2,676 $66,163
This cost proposal reflects our best effort to be responsive to the partner’s needs for this project,
as we understand them, at a reasonable cost. If our proposed scope of work and/or cost is not in
alignment with the partners’ needs or expectations, we are open to discussing modifications to
our proposed scope of work and associated costs.
The price quoted is effective for 45 days from the date of receipt of this proposal and includes
the written product deliverables as identified in our project Work Plan.
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Robert Johnson
January 30, 2019
Page 3
Standard Hourly Billing Rates
Classification Rate Consultant
Citygate President $225 per hour David DeRoos
Public Safety Principal, JPA Feasibility
Specialist, and Project Manager $250 per hour Stewart Gary
Police Services Principal $210 per hour Jim Davis
Police Services Senior Associate $195 per hour Gary Elliot
City Management Specialist $195 per hour Jane Chambers
Fiscal Specialist $195 per hour Andy Green
Statistical, GIS, and Operational Analysis
Associate $175 per hour Eric Lind
Report Project Administrator $125 per hour Chad Jackson
Administrative Support $95 per hour Various
Billing Schedule
We will bill monthly for time, reimbursable expenses incurred at actual costs (travel), plus a five
percent (5%) administration charge in lieu of individual charges for copies, phone, etc. Our
invoices are payable within thirty (30) days. Citygate’s billin g terms are net thirty (30) days plus
two percent (2%) for day thirty-one (31) and two percent (2%) per month thereafter. Our practice
is to send both our monthly status report and invoice electronically. Once we are selected for this
project, we will request the email for the appropriate recipients of the electronic documents. Hard
copies of these documents will be provided only upon request. We prefer to receive payment via
ACH Transfer, if available.
We request that ten percent (10%) of the project cost be advanced at the execution of the
contract, to be used to offset our start-up costs. This advance would be credited to our last
invoice.
* * *
Citygate’s team of specialists would be honored to be of service to the partners’ police services
JPA assessment. As President of the firm, I am authorized to execute a binding contract on
behalf of Citygate Associates, LLC. Please feel free to contact me at our headquarters office,
located in Folsom, California, at (916) 458-5100, extension 101, or via email at
dderoos@citygateassociates.com if you wish further information.
Sincerely,
David C. DeRoos, MPA, CMC, President
cc: Project Team
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