Protection and Welfare Committee

City of Oconomowoc Protection & Welfare Committee Aldermen: Rosek, Chairman / Rogers, Secy / Ellis Tuesday, May 04, 2021 - 6:25 PM City Hall - Council Chambers 174 E. Wisconsin Ave. Oconomowoc, WI 53066 Notice: If a person with a disability requires that the meeting be accessible or that materials at the meeting be in accessible format, call the City Clerk at least 48 hours prior to the meeting to request adequate accommodations. Tel: (262) 569-2186. 1. Call to order and confirmation of appropriate meeting notification 2. Committee Business a. Discussion on Whether to Pursue Changes to 12.03(7A) of the City of Oconomowoc Municipal Code Regarding Wild or Vicious Animals b. Consider/recommend Resolution 21-R2948 Granting New 2021 "Class B" Intoxicating Liquor/Fermented Malt Beverage License to Perseverance Corp. (The Badger Burger Co.) c. Consider/recommend Resolution 21-R2949 Awarding Contract for Police Dispatch Study and Related Budget Amendment 3. Adjourn ________________________________ Diane Coenen, City Clerk City of Oconomowoc Notice is hereby given that a majority of the Common Council will be present at the above scheduled meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Common Council pursuant to State ex rel. Badke v. Greendale Village Board, 173Wis. 2d 553, 494 N.W. 2d 408 (1993) and must be noticed as such, although the Common Council will not take any formal action at this meeting. 1  MEMORANDUM DEPARTMENT – ADMINISTRATION Date: April 28, 2021 To: Protection & Welfare Committee From: Matt Trebatoski, City Administrator Re: Discussion on Whether to Pursue Changes to the Wild or Vicious Animals Ordinance RELATES TO THE STRATEGIC PLAN Strategic Goal- BACKGROUND Ald. Ellis has expressed an interest in revisiting some of the provisions in the Wild or Vicious Animals section of the Municipal Code pertaining to pit bull dogs. The issue was last reviewed in 2018 and at that time no changes were made. Ald. Ellis met with the Mayor and City Administrator to explain his concerns and why he felt the ordinance should be revised. DISCUSSION The Mayor and I decided the best way to address the matter and move it forward would be to have a Protection and Welfare Committee meeting for the committee to discuss and determine if there is value in pursuing a change, and if so, to provide direction for drafting a revision for the Committee and Council to consider. Attached is a copy of the current ordinance 12.03 (7A) for your review and reference. FINANCIAL IMPACT RECOMMENDATION SUGGESTED MOTION 1 2 12.03 - DOG AND CAT LICENSING AND REGULATION. (7A) WILD OR VICIOUS ANIMALS. (Cr. #02-0531) (a) Generally. 1. Definitions; Keeping Wild Animal as Pet. a. Definitions. Canine animal. Includes all members of the family Canidae except foxes. Coyote. Canis latrans. Dingo. Canis dingo. Domesticated dog. Canis familiaris. Jackal. Canis aureus. Vicious animal. Vicious animal means any animal that, when unprovoked, inflicts bites, injures, kills or attacks a human being or domestic animal on either public or private property, unless the behavior is caused by acts as provided in §12.03(7A)(b)2. Wild animal. Wild animals means any live monkey or other nonhuman primate, raccoon, skunk, fox, wolf, wolf-dog hybrid, poisonous snake exceeding 3 feet in length, leopard, panther, tiger, lion, lynx or any other warm-blooded animal which can normally be found in the wild state. Wolf. Includes both Canis lupus and Canis niger. Wolf-dog hybrid. Any cross-breed resulting from the mating of a domesticated dog and a wolf, coyote, jackal or dingo, or resulting from the mating of any wolf-dog hybrid and another wolf-dog hybrid or domesticated dog. b. Keeping Wild Animal as Pet. No person shall keep or permit to be kept any wild animal as a pet. (b) Vicious Animals. 1. Procedure for Declaring Animal Vicious. Any law enforcement officer empowered to conduct an investigation into the circumstances surrounding an unprovoked animal attack, after conducting such an investigation, is hereby empowered to declare the animal in question vicious. The owner of the animal declared vicious pursuant to this section shall be served personally, or by certified mail with return receipt, with an order declaring the animal vicious. Any animal owner aggrieved by the order may petition the Common Council for a review of the order in accordance with the procedure set forth in this section. Upon receipt of the petition of the aggrieved owner, the Common Council shall schedule a hearing at the next regular meeting of the Common Council. If the petition is received within 7 days of the next regularly scheduled meeting, the hearing shall be scheduled at the next monthly meeting. The hearing shall be conducted in conformance with the existing rules of the Common Council regarding administrative hearings. After the hearing, the owner or keeper of the animal shall be notified in writing of the determination. If a determination is made that the animal is vicious, the owner or keeper shall comply with the provisions of this division in accordance with a time schedule established by the Common Council, but in no case more than 30 days subsequent to the date of determination. If the owner or keeper of the animal contests the determination, he/she may, within a reasonable time, seek review of the Common Council's decision by the circuit court. The aggrieved party may also seek review of the Common Council's declaration of viciousness upon showing of a significant change in circumstances regarding the animal's disposition. 3 2. Pit Bull Dogs Presumed Vicious. There shall be an irrefutable presumption that any dog registered with the City as a pit bull dog is a dangerous dog and is therefore subject to the requirements of this ordinance. Pit bull dog means and includes any of the following dogs: the Staffordshire Bull Terrier breed of dogs, the American Staffordshire Terrier breed of dogs, the American Pit Bull Terrier breed of dogs, dogs that have the appearance and characteristics of being predominantly of the breeds of dogs known as Staffordshire Bull Terrier, American Staffordshire Terrier, or American Pit Bull Terrier. 3. Certain Animals Not Be Declared Vicious. Notwithstanding the definition of a vicious animal in §12.03(7A)(a)1.a. a. No animal may be declared vicious if death, injury or damage is sustained by a person who, at the time such injury or damage was sustained was intentionally committing a trespass on the land or criminal trespass on the dwelling upon premises occupied by the owner of the animal, was teasing, tormenting, abusing or assaulting the animal; or was committing or attempting to commit a crime or violating or attempting to violate an ordinance which protects persons or property. b. No animal may be declared vicious if death, injury or damage was sustained by a domestic animal which, at the time such was sustained was teasing, tormenting, abusing or assaulting the animal. c. No animal may be declared vicious if the animal was protecting or defending a human being within the immediate vicinity of the animal from an unjustified attack or assault. d. No animal may be declared vicious for acts committed by the animal while being utilized by a law enforcement agency for law enforcement purposes while under the control and direction of a law enforcement officer. 4. Confinement and Restraint. a. On Premises of Owner. While on the owner's or caretaker's property, a vicious animal must be: (i) Securely confined indoors; (ii) In a securely enclosed and locked pen or structure suitable to prevent the entry of young children and designed to prevent the animal from escaping. The pen or structure must be constructed with chain link fencing on all 4 sides and top. If the pen or structure has no bottom secured to the sides, the sides must be imbedded in the ground no less than 2 feet, or have a concrete pad for the bottom; or (iii) Securely leashed or chained to an immovable object, with the owner or caretaker being physically present. b. Off Premises of Owner. While off the owner's or caretaker's premises, the vicious animal must be muzzled and restrained by a substantial chain or leash not exceeding 4 feet in length and under the control of a responsible person. The muzzle must be made in a manner that will not cause injury to the animal or interfere with its vision or respiration, but must prevent it from biting any person or animal. c. Warning Signs. All owners or caretakers of vicious animals shall display, in prominent places on their premises, near all entrances to the premises, signs in letters of not less than 2 inches high using the words "Warning-Vicious Animal." A similar sign is required to be posted on the kennel or pen of the animal. 5. Sale or Transfer of Animal. No person may sell or transfer possession of a vicious animal to another person without first notifying the person to whom the vicious animal is being sold or transferred of the fact that such animal is a vicious animal and of any requirements imposed upon the selling or transferring party. No person may sell or transfer possession of a vicious animal to another person without first notifying the Police Department in writing at least 3 days in advance of the sale or transfer of possession. 4 6. Impoundment and Destruction of Animal Injuring Humans. If the animal control officer has probable cause to believe that an animal has caused serious injury to a person by an attack without provocation, the officer shall request the Common Council to convene a hearing for the purpose of determining whether or not the animal in question should be impounded and destroyed by the City. The owner of the animal shall be notified of the hearing date as specified in subsection (b)1. hereof, and the hearing shall be conducted and the final determination made in accordance with the procedure set forth therein. 5  MEMORANDUM CLERKS TO: Mayor Magnus Protection and Welfare Common Council FROM: Diane Coenen, Clerk DATE: April 27, 2021 RE: Perseverance Corp. – “Class B” License RELATES TO THE STRATEGIC PLAN Strategic Goal – N/A BACKGROUND The City received an application for a new “Class B” Intoxicating Liquor/Fermented Malt Beverage license from Perseverance Corp, dba The Badger Burger Co., Mark Weiss, Agent, for the property located at 1320 Pabst Farms Circle, Suite 170 (former Scrambler’s Restaurant.) Mr. Weiss plans to open his new business on May 20, 2021. The applicant meets all State Statute and Chapter 12 requirements. I have included a copy of the floor plan as provided by Mr. Weiss. The “Class B” license the City would be issuing is one of eight licenses that was provided to Pabst Farms under WI Stat. 125.51(4)(x)3 for use in the area that comprised the former Tax Incremental District #3 (Capital Improvement Area.) This is a regular license ($600.00) and Pabst Farms Development, Inc. (William Niemann) has provided the City with a Letter of Transfer effective upon Council approval. ADDITIONAL ANALYSIS I recommend that the license is granted on the condition the Clerk not issue the license until the owner confirms the opening date, but no later than June 30th. FINANCIAL IMPACT The “Class B” license is a regular license and will expire on June 30, 2021. The prorated fee is $100.00 and the license will need to come forward for renewal during our annual June licensing renewal period. RECOMMENDATION Protection & Welfare Recommendation: Move to recommend granting a new 2021 “Class B” Intoxicating Liquor/Fermented Malt Beverage license to Perseverance Corp. with the condition the Clerk not issue the license until the owner confirms the opening date, but no later than June 30th. 1 6 SUGGESTED MOTION Council Recommendation: Move to adopt Resolution 21-R2948 granting a new 2021 “Class B” Intoxicating Liquor/Fermented Malt Beverage license to Perseverance Corp. with the condition the Clerk not issue the license until the owner confirms the opening date, but no later than June 30th. 2 7 8  RESOLUTION NO. 21-R2948 GRANTING A NEW 2021 "CLASS B" INTOXICATING LIQUOR/FERMENTED MALT BEVERAGE LICENSE TO PERSEVERANCE CORP. WHEREAS, this license is one of eight special legislation licenses that was issued to Pabst Farms Development, Inc. in 2017 by Resolution 17-R2653, per Wis. Stats, 125.51(4)(x) which allowed the City to issue up to eight “Class B” licenses for use in the area that comprised the former Tax Incremental District #3, which is defined as a “Capital Improvement Area”; and WHEREAS, an application for the following new license has been made for the Capital Improvement Area, necessary fees deposited and all legal procedures have been taken, as per ordinance of the City of Oconomowoc. NOW THEREFORE, BE IT HEREBY RESOLVED by the Common Council of the City of Oconomowoc that the following license be granted (will expire on June 30, 2021): “Class B” License (serve intoxicating liquor/fermented malt beverages) Perseverance Corp. (The Badger Burger Co.) 1320 Pabst Farms Circle, Suite 170 Mark Weiss, Agent 4764 S. Lindenwood Ct, New Berlin DATED: May 4, 2021 CITY OF OCONOMOWOC By: _____________________________ Robert P. Magnus, Mayor ATTEST: Diane Coenen, Clerk 9  MEMORANDUM DEPARTMENT - ADMINISTRATION Date: April 28, 2021 To: Protection and Welfare Committee City Council From: Matt Trebatoski, City Administrator Laurie Sullivan, Finance Director Re: Award of Dispatch Study Contract and Related Budget Amendment RELATES TO THE STRATEGIC PLAN Strategic Goal-N/A BACKGROUND The decision concerning whether the City should continue Dispatch services at the Public Safety facility, or to merge with Waukesha County dispatch services has been an ongoing conversation amongst the City Council for the last several years. During the 2021 budget workshops last fall, the Council directed staff to budget for a Dispatch Study to be conducted before the 2022 budget is presented to Council. Council asked that staff use an independent, third party firm to conduct the study using the Request for Proposals (RFP) process. The study would look at both the City Dispatch service and the County Dispatch service and compare the service levels and pricing. The Firm would present the pros and cons of both services and make an objective recommendation to the City Council. ADDITIONAL ANALYSIS The RFP was prepared by the City Administrator and Finance Director with review and input by the Mayor and two Councilmembers. The proposals review team consisted of the City Administrator, Finance Director, Charlie Shaw, Jim Daley and Lou Morgan. FINANCIAL IMPACT The City uses a qualifications based selection process when evaluating professional services contracts. As part of this process, proposals were evaluated in two steps: 1 10  1. Technical Requirements/Qualifications – 80% (100 points)  The RFPs were evaluated and scored based on qualifications of assigned staff, relevant experience, demonstration of high level of accuracy and customer service, and the use of a computerized system with access available to city staff. 2. Contract Cost – 20% (20 points)  Pricing for proposers who addressed the requirements outlined in the proposal were reviewed, where the lowest contract cost is awarded the maximum points for cost. Other firms are awarded points based on the percentage of their contract price compared to the low-cost proposal. The City received and reviewed five proposals. Three of the firms rose to the top with scores above the 80% threshold for qualifications and quality of their response to the proposal. The three qualifying firms along with their scoring totals and costs are listed below: Step 2 - Qualified Firms With Pricing Qualified Firms - Step 2 Pricing Average Contract Total Ran Proposal % Cost Technical Cost Points k Cost Points Points Points Federal Engineering 92.6 13.2 105.8 2 $ 49,218 66% Matrix Consulting 87.2 20.0 107.2 1 $ 32,500 100% Mission Critical Partners 93.2 12.4 105.6 3 $ 52,329 62% 100.0 20.0 120.0 RECOMMENDATION All three of the top rated firms are deemed qualified to conduct the Dispatch study. The RFP review team is recommending the contract award be extended to Matrix Consulting at a cost of $32,500. The original budget for the study was set at $20,000. The Budget will need to be amended to include an additional $12,500 to be transferred from the Contingency account number 100-500-0100-900 to account number 100-500-0300-210, City Administrator – Outside Services. SUGGESTED MOTION Move to adopt Resolution 21-R2949 awarding the Dispatch Study contract to Matrix Consulting at a cost of $32,500 and to approve the related budget amendment of $12,500. 2 11  RESOLUTION NO. 21-R2949 AWARDING CONTRACT FOR POLICE DISPATCH STUDY AND RELATED BUDGET AMENDMENT WHEREAS, the City of Oconomowoc budget provides for $20,000 for the cost of an Independent Third Party study of the City’s dispatch services; and WHEREAS, all of the qualifying proposals received for consulting services for the study exceed the budgeted amount; and WHEREAS, the Request for Proposals Review Committee is recommending the award of contract to Matrix Consulting in the amount $32,500; and WHEREAS, contract award will require a budget amendment in the amount of $12,500. NOW THEREFORE, BE IT HEREBY RESOLVED, the City Council awards the Dispatch Study Contract to Matrix Consulting in the amount of $32,500. BE IT FURTHER RESOLVED THAT, the City Council authorizes a budget amendment of $12,500 to account number 100-500-0300-210 with funds transferred from the contingency account (100-500-0100-900). DATED: CITY OF OCONOMOWOC By: _____________________________ Robert P. Magnus, Mayor ATTEST: Diane Coenen, Clerk 12 Proposal to Conduct a Police Emergency Dispatch Services Study OCONOMOWOC, WISCONSIN Technical Proposal matrix consulting group 13 Table of Contents Cover Letter i 1. Firm Background and Qualifications 1 2. Proposed Project Team 4 3. Project Approach and Work Plan 7 4. References 13 Appendix A – Insurance 15 Appendix B – Conflict of Interest 16 14  April 16, 2020 Mr. Matt Trebatoski City Administrator City of Oconomowoc 174 E. Wisconsin Ave. Oconomowoc, WI 53066 Dear Mr. Trebatoski, The Matrix Consulting Group is pleased to present the following proposal to conduct a police emergency dispatch services study for the City of Oconomowoc. Our firm is dedicated to providing management consulting services to cities, counties, and other public agencies across the United States. The analysis of public safety functions and emergency communications is a core practice for us, and encompasses over 100 dedicated 911 communications studies. The following table provides illustrative examples of our emergency communications projects: Emergency Communications Studies Albany County, New York Glenn County, California Placer County, California Albany, New York Greene County, Missouri Plymouth County, Mass. Anderson County, SC INCOG, Oklahoma Portland, Oregon Anchorage, Alaska Jackson County, Oregon Salt Lake City, Utah Arlington, Texas Kenilworth, Illinois San Mateo County, California Austin, Texas Kettering, Illinois Sarpy County, Nebraska Butte County, California Lake Forest, Illinois Snohomish County, Washington Chesapeake, Virginia Mountain Brook, Alabama Stanislaus County, California Falmouth, Massachusetts Monterey County, California Steuben County, New York Dane County, Wisconsin Pepperell, Massachusetts Washoe County, Nevada We have also evaluated emergency communications in over 750 police and fire department studies, including recently for Oshkosh and Dodge County (WI). In addition to this experience, our firm has worked with the City of Oconomowoc before; we completed a 2015 organizational assessment of the City’s Public Works Department. 101 Southpointe Drive, Suite E • Edwardsville, IL 62025 • 618.692.9085 SF Bay Area (Headquarters), Boston, Charlotte, Dallas, Irvine, Phoenix, Portland, St. Louis 15 Our approach to conducting studies such as this one is characterized by thorough research, detailed analysis, and a firm grasp of the unique needs and circumstances of each client. We believe in high levels of input from our clients and their stakeholders throughout the course of our studies, we provide detailed, fact-based analysis to support our findings, and we incorporate implementation guidance to accompany each of our recommendations. For this study, we have proposed a highly qualified team led by an experienced project manager. In addition to myself, our team is composed of: • Greg Mathews, a Senior Manager with nearly 30 years of consulting experience who leads our emergency communications practice. He will serve as the Project Manager. • David Branch, a Manager with 8 years of experience, who plays a key role in workload, staffing, and operations analysis. He will be the Lead Analyst for this study. • Stuart Cronan, a Senior Manager with more than 25 years of experience and the Principal of Galena Group, a telecommunications consulting firm. He will be a Technical Analyst for this study. As President of the firm, I have the authority to sign this proposal, to negotiate on the firm’s behalf and to bind it contractually. We hope to have the opportunity to serve the City of Oconomowoc on this project. If you have any questions, please contact me by phone at 650-858-0507 or by email at rbrady@matrixcg.net Richard P. Brady Matrix Consulting Group Richard Brady President 16 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin 1. Firm Background and Qualifications The following section provides a brief introduction to our firm and describes our qualifications and experience related to emergency communications and the elements of this study. It also introduces our proposed project team. 1. Introduction to the Matrix Consulting Group The Matrix Consulting Group is a management consulting firm dedicated to providing assistance to local government. Our company was formed in 2002, and our President and the Project Manager for this engagement have worked together in this and other firms for decades. Our firm can be summarized as follows: • We were founded in 2002 and are headquartered in California. While our headquarters are in the San Francisco area, we also have regional offices in St. Louis, Dallas, Boston, Charlotte, and Portland. • While the Matrix Consulting Group provides a variety of analytical services to local government, our most significant area of expertise is public safety. We have conducted over 100 dedicated studies of communications services, and this experience spans three decades. • We are specialists, not generalists. Our firm is comprised of highly experienced management consultants who are dedicated to the analysis of public safety agencies encompassing the entire spectrum of operations. • We are objective and data driven. Our projects are approached with a firm grounding in analytical methodology and the facts gathered in regard to our client’s unique service level goals, workloads, risks and hazards. The Matrix Consulting Group is well-versed in emergency communications operations, staffing, management, and governance, including consolidation and regionalization feasibility studies. Our qualifications in these areas are illustrated in the following sections. Matrix Consulting Group 1 17 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin 2. Our Philosophy and Project Approach The Matrix Consulting Group takes a clearly-defined, client-centered project approach to each study we conduct. Key elements of our philosophy and approach to providing consulting services include the following: • A principal of the firm is involved in every project, providing oversight, quality control and management assistance to all of our studies. As the leader of our public safety practice, the President of the firm, Richard Brady, will act in this capacity. • We are objective and data driven. We do not base our recommendations on opinions or simple comparative measures. We ensure that our analysis is based on a comprehensive understanding of our client’s unique service level goals, workloads, risks, and operating environment. • Our projects are approached with a firm grounding in analytical methodology. Our clients receive detailed analysis of their specific issues. All impacts are identified and analyzed in detail to ensure that recommendations can be implemented and our clients can understand the reason for change. • We prioritize formal project management to ensure clear communication, timely task completion, and thorough analysis of issues. We take pride in delivering our work on time, on budget, and at a level of quality which exceeds expectations. These four pillars guide our work and have resulted in hundreds of successful projects and satisfied clients, as illustrated in the following descriptions of our experience. 2. Our Experience The Matrix Consulting Group is well-versed in the organizational structure, funding, management, and operational practices required for an effective dispatch center, as well as the factors involved in determining the feasibility of shared services. Our project team members have conducted over 100 dedicated emergency communication studies, focusing on organizational structure, operational practices, the use of technology. The following is a partial list of clients. Matrix Consulting Group 2 18 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin Emergency Communications Studies Albany County, New York Glenn County, California Placer County, California Albany, New York Greene County, Missouri Plymouth County, Mass. Anderson County, SC INCOG, Oklahoma Portland, Oregon Anchorage, Alaska Jackson County, Oregon Salt Lake City, Utah Arlington, Texas Kenilworth, Illinois San Mateo County, California Austin, Texas Kettering, Illinois Sarpy County, Nebraska Butte County, California Lake Forest, Illinois Snohomish County, Washington Chesapeake, Virginia Mountain Brook, Alabama Stanislaus County, California Falmouth, Massachusetts Monterey County, California Steuben County, New York Dane County, Wisconsin Pepperell, Massachusetts Washoe County, Nevada We have also evaluated emergency communications in over 750 police and fire department studies, including recently for Oshkosh and Dodge County (WI). In addition to our emergency communications experience, our firm has worked with the City of Oconomowoc before; we completed a 2015 organizational assessment of the City’s Public Works Department. Specific references for recent studies similar to the scope of work being requested by the City of Oconomowoc can be found in a later section of this proposal. Matrix Consulting Group 3 19 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin 2. Proposed Project Team For this study, the Matrix Consulting Group proposes to utilize a senior-level professional project team composed of experienced personnel with significant and relevant experience to this engagement and extensive backgrounds in public safety. The team will be led by Greg Mathews, a Senior Manager with Matrix who leads our emergency communications practice, and advised by Richard Brady, our President with 40 years of professional experience as a public safety consultant. The following organizational chart depicts the chains of command and lines of authority within our proposed project team. Greg Mathews Senior Manager Project Manager Richard Brady President Project Advisor Stu Cronan David Branch Senior Consultant Manager Technical Analyst Lead Analyst Each of the members of the project team have worked together as members of the Matrix Consulting Group on numerous prior projects, including those provided in our references section. Matrix Consulting Group 4 20 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin Consultant / Role Professional Background and Focus Summary of Relevant Experience Greg Mathews Mr. Mathews is a Senior Manager with Mr. Mathews is a public safety and Senior Manager the Matrix Consulting Group and has over organizational specialist who leads 27 years of private sector and our emergency communications Project Manager government experience. He concluded practice. his public-sector career in 2005 as Deputy Director of Auditing for the Los He has recently completed public Angeles City Controller’s Office and safety engagements to include began his formal career with the Redding (CA), Adams County (CO), Pasadena Police Department. and Birmingham (AL). He has significant E911 dispatch experience He holds a BA degree from UC Davis and leading our studies in Kenilworth (IL), MPA from the University of Southern Pepperell (MA), Kettering (OH), California. Snohomish County (WA), Greene County (MO), Portland (OR), His focus in this engagement will be Anderson County (SC), Albany (NY), providing direct oversight of the project Mountain Brook (AL), and Salt Lake team, leadership of all analysis and the City (UT). development of deliverables, and serving as the project team’s point of contact. Richard Brady Mr. Brady is the President of Matrix Mr. Brady has conducted President Consulting Group and is the leader of our performance reviews and public safety services. He has over 40 regionalization studies of more than Project Advisor years of experience providing consulting 50 dedicated dispatch studies, as services to hundreds of local government well over 250 studies as part of organizations across the country, staffing and organizational including optimum staffing studies, evaluations of police and/or fire. performance audits, organizational reviews, etc. Recent examples of similar studies include regional communications He has a doctorate from Oxford feasibility studies in Falmouth and University, U.K, and a BA from California Plymouth (MA), Snohomish County State University, Hayward. (WA), Albany County (NY), Stanislaus County (CA), Jackson His focus for this project will be quality County (OR), and San Mateo (CA). control and general project oversight. Matrix Consulting Group 5 21 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin Consultant / Role Professional Background and Focus Summary of Relevant Experience David Branch Mr. Branch is a Manager in his 8th year Mr. Branch has played a key role as Manager with the firm. He provides analytical a staffing and workload data analyst expertise in all of our practice areas, with in all of Matrix’s recent dispatch Lead Analyst a focus on general management and studies, including Albany (NY), public safety consulting. In his time with Anderson County (SC), Portland the firm he has contributed to over 100 (OR), Mountain Brook (AL), Albany studies across the United States. (NY), INCOG (OK), Pepperell (MA), Kettering (OH), and Salt Lake City He received his B.S. in Public Policy, (UT). These have included analysis Management, and Planning from USC of best operational practices, and his Masters in Secondary Education technology utilization and facilities from the University of Missouri. He is a assessments, detailed personnel member of NENA. scheduling and overtime evaluations, and determinations of regionalization His focus in this engagement will be feasibility. analysis of operational, organizational, and staffing issues. Stuart Cronan Mr. Cronan is a Senior Consultant with Mr. Cronan has partnered with the Senior Manager the Matrix Consulting Group and the Matrix Consulting Group for Principal of Galena Group, Inc. an numerous prior engagements, Technical Analyst information technology and including recently for INCOG (OK) communications consulting firm located in and Pepperell (MA). He served as Reno, NV which he founded in 2002. He the lead for the Anchorage next began his consulting career with Ernst & generation 9-1-1 system Young and led their national implementation and supported the telecommunications practice; he has 30 CAD (Fire and Law) and Law RMS years of experience in implementation. telecommunications and information technology. He also recently completed a 5-year 9-1-1 Emergency Response Master He received his BA from California State Plan Update for PSAPSs in Washoe University, Northridge and holds a County (NV), where he also General Commercial Federal supported the County in a NG9-1-1 Communication Commission License. System Implementation including RFP development and management, He will serve as a technical analyst in this vendor selection, detailed system engagement, with a focus on technology design and contract negotiations. integration and implementation planning. Matrix Consulting Group 6 22 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin 3. Project Approach and Work Plan The following section summarizes our understanding of the proposed project, describes our approach to providing consulting services for engagements such as this, and outlines the task plan our project team will undertake to meet the City’s needs. 1. Our Understanding of the Project The City of Oconomowoc dispatch center is run by the police department, with a Captain managing 5 full-time and 6 part-time dispatchers and 2 full-time clerks. The City is considering the possibility of joining Waukesha County Communications to provide emergency communications and public safety dispatch services, with a focus on both cost savings and the safety of first responders and the public. As many agencies have formed or joined consolidated centers across the country, the City is now evaluating whether the factors both directly and indirectly related to the work now performed by dispatchers would result in a net benefit without sacrificing non- negotiable elements of public safety. The City is seeking an objective review of the costs and benefits of consolidation from a professional consultant and a recommendation on the best course of action for the City, based on criteria such as levels of service and resilience, local control and familiarity with the community, training and professional development, and immediate and long-term cost effectiveness. 2. Our Consulting Approach In order to manage the unique project environment of every engagement, the Matrix Consulting Group takes a clearly-defined, client-centered project approach to each study we conduct. This allows us to thoroughly deliver the requirements of the project, respond quickly to the needs of our clients, and minimize any potential difficulties or delays. Our approach is defined by the following distinctive factors: • We take a fact-based approach to data collection and analysis. There must be a strong analytical basis for evaluating needs and making recommendations; our data collection and documentation process, as well as our empirical, model-based approach to workload and staffing analysis allows us to provide quantitative analysis to support our work. Matrix Consulting Group 7 23 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin • We promote an interactive study process. We have found that successful projects require a study process which involves staff and builds internal “ownership” in project recommendations and results. To achieve this objective, we conduct one- on-one interviews with key personnel, review compiled data and interim deliverables with agency leadership, and maintain frequent, regular communication with our clients. • We adhere to professional project management techniques. Our projects are delivered on time, on budget, and at a high level of quality. The project manager briefs each project team member on their roles and expectations, defines and assigns work activities to specific team members and timelines, and designs and personally reviews all interim and final products before they are delivered to the client. These pillars of our consulting approach have resulted in hundreds of successful studies and satisfied clients, including numerous emergency communications studies as outlined earlier. 3. Task Plan The following section describes the task plan which we will undertake and the deliverables produced in each phase in order to meet the City’s needs for this engagement, as well as a proposed project schedule. Task 1 Project Initiation and Development of Current State Assessment In the first phase of this study, our consultants will be focused on becoming deeply familiar with the current organizational structures and service delivery practices of the City and County emergency communications centers. To achieve this, our project team will conduct initial meetings with leadership at each center and establish ongoing correspondence with key points of contact at each center, management who are knowledgeable regarding the operations of their respective agencies and can produce key data for the project team. We will also have conversations with each agency’s key stakeholders to determine their level of satisfaction with services provided. At this stage, we will also collect extensive data to inform our understanding of the organizational and operational facets of each dispatch center. These will include any available documentation of calls for service volume and performance, staffing by position, shift scheduling and leave, recruitment and turnover, adopted budgets, facility and equipment inventory, technology implementation, compensation and benefits, job Matrix Consulting Group 8 24 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin descriptions, training and quality assurance manuals, and relevant policies and procedures. Using the data collected and the conversations with the stakeholders and key points of contact in each center, the project team will develop a current state assessment of each agency which summarizes our understanding of their budget and funding sources, workload, staffing, chain of command, staff responsibilities, levels of service, and technology systems in use. Each of the data factors collected and stakeholder conversations conducted will be documented in this deliverable. This document will serve as the factual basis for subsequent analysis and recommendations. TASK RESULT A descriptive assessment of the current financial, staffing, workload, operations, and technology state of the City and County dispatch centers. Task 2 Assessment of Technology Feasibility and Cost Implications of Consolidation With the factual basis for analysis of each agency established, the project team will evaluate the current and planned technology assets in use at the City and County dispatch centers, analyzing their compatibility for functionality in a consolidated dispatch scenario and the likely costs of continuing to operate each system in its current state vs. a consolidated state. This analysis will include the entirety of information and communication technology systems: all CAD and RMS, dispatch and radio consoles, radio receivers, paging systems, E911 software and call-taking and dispatch hardware, paging and alerting systems, surveillance and alarm technology, GIS accessibility, LEADS/NCIC, fiber connectivity, and each of the systems and components listed on pg. 2 of the RFP. The result of this task will be a summary document in multiple sections, analyzing both the technological feasibility and the cost implications of consolidating compared to the cost of ongoing operations in the current state. The summary will be segmented to address each asset category and explore the implications related to each individual system by name. TASK RESULT Feasibility and Cost analysis detailing the compatibility and likely cost/savings associated with consolidation for each individual information and communication technology asset used by the City and County dispatch centers. Matrix Consulting Group 9 25 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin Task 3 Analysis of Consolidation Factors and Development of Recommendation The third task will examine the costs and benefits to the City associated with the consolidation of dispatch operations. This task will build on the prior task to provide a summation of the impact of consolidation on each of the 13 criteria established by the City, which can be grouped by their major themes: • The benefits or reductions in the level of service provided to the public as a result of a consolidated approach to dispatching. These may include time saved due to the elimination of call transfers, a reduction in wait times or abandoned calls due to more robust staffing, or the ability to coordinate multi-jurisdictional incidents using a common CAD system. • The impact of consolidation on the professionalism and capability of communications staff. This may include enhanced quality assurance practices or changes in the likelihood of callers or first responders being served by dispatchers with specialized training and certifications. • The cost savings/increases (both immediate and long-term) associated with consolidation, both in terms of capital investment and personnel and operating expenses. These may include new hires, additional training, facility renovations, and the purchase and implementation of software. The work product of Task 2 will be used as part of these determinations. • The net benefit to public safety in the region. This more qualitative element may be informed by enhancement or limitations in the use of technology, the familiarity of staff with the service area and agencies, or the way remaining peripheral duties would be handled by each agency after consolidation. The areas of inquiry listed here will each be assessed in light of the City’s priorities as outlined in the RFP. Each of these 13 priorities will be analyzed and receive an individual analysis, allowing for the creation of a weighted decision-making matrix across each criterion. Based on this analysis, we will make a recommendation of the best overall option for the City. TASK RESULT Analysis of each of the City’s 13 priorities in the form of a decision-making matrix, individual discussion of each criterion, and a recommendation of the best overall option for the City. Matrix Consulting Group 10 26 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin Task 4 Implementation Plan, Final Report, and Presentation In this final task, the project team’s analysis, conclusions, and recommendations from the prior deliverables will be assembled into a final report which will be presented to the City. This final report will include the following components: 1. An executive summary which outlines the methodology of this engagement, describes the key analytical findings, and lists the project team’s recommendation regarding consolidation and other operational recommendations. The estimated costs and staffing impacts of each recommendation will be included. 2. A description of the analysis and findings pertaining to technological consolidation feasibility, the benefits and drawbacks associated with consolidation and reassignment of duties, in terms of service levels, professionalism, costs, and net impact on public safety. 3. A summary of best practices in emergency communications and public safety dispatch for jurisdictions of a similar size to Oconomowoc, including key attributes of a “world class” organization for its size and a rating of the City against these attributes. 4. An outline of recommended next steps and a timeline presenting a phased approach to implementation of recommendations. 5. The current state assessment of both agencies will be included as an appendix. The final report may be presented to the Committee of the Whole on July 20th, with this presentation including graphic presentation presenting key service level metrics and industry benchmarks as well as Oconomowoc’s current performance against those benchmarks. TASK RESULT Multi-faceted final report summarizing the study methodology, findings, recommendations, and assessment of the City compared to best practices, as well as a presentation to the Committee of the Whole. 4. Project Schedule The following chart shows our proposed timeline for this work plan. As it depicts, we propose to complete this work over the course of a 6-week schedule. This timeline is Matrix Consulting Group 11 27 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin exceptionally aggressive due to the time constraints described in the RFP, and will require assistance from the City and County in providing requested data and reviewing interim deliverables. # Task 1 2 3 4 5 6 1 Current State Assessment 2 Technology and Cost Analysis 3 Consolidation Factors and Recommendation 4 Final Report and Implementation Plan The study would benefit from a more extended schedule, such as a 10-week timeline. We are ready to begin work immediately upon receipt of a signed contract and notice to proceed. Matrix Consulting Group 12 28 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin 4. References The following table provides reference contact information for four recent emergency communications and consolidation feasibility studies. We strongly believe in exceeding our client’s expectations, and we invite you to contact any of the following references regarding the timeliness and quality of our work. Client Project Description Contact Information Dispatch The Matrix Consulting Group conducted this Chip Protsman Consolidation consolidation feasibility study for the four Kettering Chief of Police Feasibility participating municipalities, considering the Assessment impact on a total of 8 associated public 3600 Shroyer Rd. safety agencies in the Dayton, OH region. The Kettering, OH 45429 Cities of Kettering, study analyzed the costs of consolidation and 937-296-2562 Centerville, Moraine, the associated staffing needs. These fiscal chip.protsman@ketteringoh.org and Miami Township impacts were compared to the likely benefits (OH) in service level resulting from dedicated call- taking and dispatch roles, the ability to handle Matthew Brown December 2020 major incidents and coordinate mutual aid, Centerville Chief of Police and a greater focus on training and quality $39,000 assurance. Matrix recommended moving 155 W. Spring Valley Rd. forward with consolidation, locating the Centerville, OH 45458 center at a facility under renovation at the 937-433-7661 time of the study and staffing 26 dispatchers mbrown@centervilleohio.gov and 3 shift supervisors. Combined savings for the participating cities were estimated at $300,000 per year in addition to a potential increase in State 9-1-1 funding. Dispatch The Matrix Consulting Group completed a David Stairs Consolidation feasibility study for the three towns in January of Pepperell Communications Feasibility Study 2020. It examined numerous options related to Director consolidation of the towns’ dispatch operations, Pepperell, Townsend, including consideration of technological 59 Main St. and Ashby (MA) feasibility, staffing and scheduling, projected Pepperell, MA 01463 levels of service, the allocation of administrative 978-433-2737 January 2020 responsibilities, governance, and cost. The study dstairs@town.pepperell.ma.us utilized a weighted prioritization matrix to $38,500 assess the proposed regionalization on the basis of service levels, professionalism, costs, James Sartell and public safety impact. The analysis resulted Townsend Chief of Police in a recommendation to form a new regional dispatch center to be located at an existing 70 Brookline St. facility, under the governance of an Townsend, MA 01469 intermunicipal agreement contracting with the 978-597-6214 ext. 508 host city for support services. jsartell@townsendpd.org Matrix Consulting Group 13 29 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin Client Project Description Contact Information Feasibility Study of The Matrix Consulting Group conducted this Jeremy Moore Dedicated Regional comprehensive feasibility study for nine Fire Chief, City of Broken Fire / EMS Dispatch member fire departments of INCOG, including Arrow and Automatic Aid the cities of Tulsa and Broken Arrow. The study included an assessment of staffing, 1101 N. 6th Street Indian Nations facilities, technology, funding, and Broken Arrow, OK 74012 Council of governance, requirements, an analysis of the 918-694-8830 Governments (OK) impact of a regional automatic aid agreement jkmoore@brokenarrowok.gov on fire service levels, and a six-stage July 2020 implementation blueprint for the participating agencies. The study recommended locating a Darryl Maggard $49,000 proposed regional center at an existing Regional 9-1-1 Coordinator facility, staffing 4-6 dispatchers per shift, and 2 W 2nd St, Ste 800 involving a local ambulance service in the Tulsa, OK 74103 governance structure. Costs were estimated at $1.2 million for startup and $2.6 million for 918-579-9487 annual operations, and fire coverage was dmaggard@incog.org projected to improve for about 12% of addresses in the region under automatic aid. Dispatch Operational The Matrix Consulting Group performed a Lt. Thomas Boulware and Organizational comprehensive operational and Mountain Brook PD Assessment organizational assessment for this center which serves Mountain Brook’s police and fire 101 Tibbett Street Mountain Brook (AL) departments. The analysis included Mountain Brook Al, 35213 assessments of staffing, organizational 205-802-3862 February 2021 structure, operational issues, training boulwaret@mtnbrook.org practices, and policy and procedure $39,500 improvements, as well as the feasibility of consolidating with one of three nearby regionalized centers. Recommendations in the immediate term included formalizing training and performance reporting practices, while the mid-to-long term recommendation was to fully join a neighboring regionalized center for enhanced dispatcher skill specialization and anticipated savings of about $550,000/yr. Matrix Consulting Group 14 30 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin Appendix 1 – Insurance The firm maintains the following insurances and limits: General Liability – $2m per occurrence and $4m in aggregate Umbrella Policy – $1m Automobile Liability – $2m per occurrence Professional Liability – $1m per occurrence and $3m in aggregate Workers’ Compensation – $1m per occurrence We can generally provide an ACORD insurance certificate within 24 hours. Matrix Consulting Group 15 31 Proposal to Conduct a Police Emergency Dispatch Services Study Oconomowoc, Wisconsin Appendix 2 – Conflict of Interest Neither the Matrix Consulting Group nor its employees have any business, professional, personal, or other interest, including, but not limited to, the representation of other clients, that would conflict in any manner or degree with the performance of its obligations under this Agreement. If any such actual or potential conflict of interest arises under this Agreement, the Matrix Consulting Group shall immediately inform the City in writing of such conflict. If, in the reasonable judgment of the City, such conflict poses a material conflict to and with the performance of the Matrix Consulting Group’s obligations under this Agreement, then the City may terminate the Agreement immediately upon written notice to the Matrix Consulting Group; such termination of the Agreement shall be effective upon the receipt of such notice by Firm. Matrix Consulting Group 16 32