Loading...
HomeMy WebLinkAboutItem 16 - Agreement with Kim Turner, LLC for Recruitment, Training, and Staffing Consulting Services Police Department www.santa-ana.org/pd Item # 16 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 20, 2025 TOPIC: Recruitment, Training, and Staffing Consultant Services AGENDA TITLE Agreement with Kim Turner, LLC for Recruitment, Training, and Staffing Consulting Services (Specification No 25-009) (Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute a one-year agreement with Kim Turner, LLC, to provide recruitment, training, and staffing consulting services for the period of May 20, 2025 through May 19, 2026, with provisions for two, one-year extensions, in an amount not to exceed $197,500 (Agreement A-2025-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Santa Ana Police Communications Division has historically been critically understaffed, causing employees to be overworked and experience burnout. Trainee retention is the root cause. Since April 2022, 15 dispatchers have been hired to fill vacancies; to date, only two have successfully passed training and probation. Currently, the Communications Division is understaffed by six dispatcher positions. Over the years, several attempts have been made to improve and restructure our training program and improve recruitment efforts, including creating a Training Committee to mentor, coach, and develop Communications Training Officers (CTO). In addition, we have worked closely with our City's Human Resources team to screen applicants and have implemented an orientation and sit-along phase to the application process. However, we continue to fall short with our training program. The objective of the consulting services offered by Kim Turner, LLC is to address systemic root causes and create long-term, sustainable solutions for our staffing challenges. This project will create a tailored training program specific to our policies, procedures, culture, and the community's needs and expectations. This program will reduce the time it takes to train a new dispatcher, thus allowing them to be added to minimum staffing levels as Recruitment, Training, and Staffing Consultant Services May 20, 2025 Page 2 5 0 2 1 soon as possible. In addition, the consultants will conduct an in-depth staffing and schedule analysis for optimization. On January 9, 2025, the Santa Ana Police Department issued Request for Proposals (RFP #25-009) and it was posted on the City's online bid management and publication system. The RFP aimed to identify qualified Peace Officer Standards Training (POST) certified instructors and subject matter experts capable of addressing systemic root causes and creating long-term, sustainable solutions for the recruitment, training, and staffing challenges within the Communications Division. A summary of the proposals and offers received is as follows: 977 Vendors notified 1 Santa Ana vendor notified 62 Vendors downloaded the RFP packet 3 Proposals received 0 Proposals received from a Santa Ana vendor Proposals were opened on January 30, 2025 and evaluated. An evaluation team reviewed and rated all proposals received to determine if necessary qualifications were met. The proposals were evaluated and scored according to criteria identified within the RFP, including Responsiveness to RFP (15%), Experience of Firm and Personnel (50%), Reasonableness of Cost (25%), and References (10%). Of the three (3) proposals received, two (2) were determined to be responsive and qualified based on their response to the city's specifications and requirements. After the evaluation process, the Santa Ana Police Department Communications Division selected Kim Turner, LLC to provide recruitment, training, and staffing consultant services. Kim Turner, LLC best met the City's specifications, demonstrated vast experience working with similar-sized California public agencies, and offered the most comprehensive level of experience among the firms capable of delivering the required level of service. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is available and will be budgeted for future fiscal year as follows: Fiscal Year Accounting Unit- Account # Fund Description Accounting Unit, Account Description Amount FY 25-26 16614450-62300 US DOJ Asset Forfeiture US Dept of Justice AFF, Contract Services Professional $197,500 Recruitment, Training, and Staffing Consultant Services May 20, 2025 Page 3 5 0 2 1 EXHIBIT(S) 1. Agreement with Kim Turner, LLC Submitted By: Robert Rodriguez, Police Chief Approved By: Alvaro Nuñez, City Manager Page 1 of 9 AGREEMENT BETWEEN KIM TURNER LLC AND CITY OF SANTA ANA TO PROVIDE RECRUITMENT, TRAINING, STAFFING AND CONSULTING SERVICES THIS AGREEMENT is made and entered into on this 20th day of May, 2025 by and between Kim Turner, LLC, a Limited Liability Corporation (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A.On January 9, 2025, the City issued Request for Proposal No. 25-009 (RFP), seeking proposals from qualified firms and organizations to provide recruitment, training, and staffing consulting services for the Police Department's Communications Division. B.Among the proposals submitted Kim Turner, LLC best met the City’s specifications, demonstrated vast experience working with similar-sized California public agencies, and offered the most comprehensive level of experience among the firms capable of delivering the required level of service. C.Consultant represents that Consultant is able and willing to provide such services to the City. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1.SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in the RFP’s Scope of Services - Exhibit A, attached hereto and incorporated by reference. 2.COMPENSATION a.City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Consultant’s Cost Proposal - Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed $197,500. b.Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the Exhibit 1 Page 2 of 9 data provided, the City will be authorized to deposit payments directly into Consultant’s account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on May 20, 2025, for a one (1) year term with the option for the City to grant up to two (2), one (1) year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Consultant. Page 3 of 9 MINIMUM SCOPE AND LIMIT OF INSURANCE 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. 2. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with limits no less than $1,000,000 combined single limits. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance. 3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. Coverage is not required if Consultant has no employees and signs request to waive such insurance. 4. Professional Liability Insurance: with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate. If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions The above required insurance policies are to contain or be endorsed to contain the following provisions: 1. City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Consultant’s CGL, Professional Liability, and Automobile Liability policies, with respect to any liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. 2. Consultant’s Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement. 3. For any claims related to this contract, Consultant’s insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. 4. A severability of interest provision must apply for all the additional insureds, ensuring that Consultant’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability. 5. Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment of premium. 6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: Jennifer Arellano, 20 Civic Center Plaza, M-96, Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Page 4 of 9 Self-Insured Retentions Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City. Verification of Coverage Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity sh all be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Page 5 of 9 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” s hall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidi ary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE a. Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. b. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as defined under the City’s Municipal Code, whose position with the City shall award or influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any Page 6 of 9 capacity by the Consultant or have any other direct or indirect financial benefit or interest in this Agreement. c. The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any CalPERS retiree as authorized by City Council resolution d. The Consultant must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this (Contract, Agreement, or Grant). The Consultant warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Consultant hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement. e. Consultant covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (b) and (c) above. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, o r disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. Page 7 of 9 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. Page 8 of 9 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Chief of Police Santa Ana Police Department City of Santa Ana 20 Civic Center Plaza (M-96) P.O. Box 1988 Santa Ana, California 92702 To Consultant: Kim Turner, President Kim Turner LLC 3200 E. Guasti Road, Suite 100 Ontario, CA 91761 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b.All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed tis Agreement the date and year first above written. ATTEST CITY OF SANTA ANA JENNIFER L. HALL City Clerk ALVARO NUNEZ City Manager APPROVED AS TO FORM SONIA R. CARV ALHO TAMARA BOGOSIAN Senior Assistant City Attorney KIM TURNER LLC KIM TURNER President RECOAlThlENDED FOR APPR ROBERT RODRIGUEZ Chief of Police Page 9 of 9 CITY OF SANTA ANA Consultant shall perform services as set forth below. I. CONSULTING SERVICES A. Police Services Dispatcher Recruitment Services must include: i. Evaluating and enhancing SAPD’s current job posting for Police Services Dispatcher. ii. Evaluate and enhance SAPD’s current hiring practices for Police Services Dispatcher. iii. Evalute and enhance SAPD’s current recruitment practices for Police Services Dispatcher. B. Police Services Dispatcher Training Services shall include: i. Development of Communications Training Manual to include: 1. Construct timelines and training benchmarks for Communication Training Officers (CTO) that fall in line with the policies and procedures of the SAPD. 2. Manual must be specific to the policies and procedures of the SAPD, and updates shall be provided on an as needed basis. ii. Provide training for all Communications Training Officers (CTO) on an as needed basis throughout the duration of the Agreement. C. Police Services Dispatcher Staffing Services must include: i. Assess the staffing structures, levels, and scheduling practices, including the use of overtime within the Communications Division for optimization. ii. Research and review applicable best practices, regulations, and state and industry standards related to staffing, overtime, call time standards, including the MOU’s between the City of Santa Ana and the Police Officers Association (POA). iii. Analyze and determine optimal staffing and workload levels for the Communications Division personnel. II. MINIMUM REQUIREMENTS OF AGREEMENT A. Perform multiple site visits, “sit-alongs”, and interviews with Communications personnel during all shifts, including weekends and graveyard shifts to obtain an understanding of the processes, systems used, and job function/demands. EXHIBIT A SCOPE OF SERVICES City of Santa Ana RFP 25-009 Page 15 of 30 CITY OF SANTA ANA B. Interview personnel to within a set time frame provided by SAPD to understand the hiring and training process for new dispatchers. C. Provide, at a minimum, once a month in-person, check-in meetings with the Communications Manager throughout the duration of the Agreement. City of Santa Ana RFP 25-009 Page 16 of 30 2. Cost Proposal 25 EXHIBIT B 2.Cost Proposal All Proposers are required to submit a fixed rate fee with their Cost Proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Cost Proposal must include a payment schedule if applicable. City reserves the right to negotiate compensation and/or payment schedule prior to award of any resulting agreement. When applicable, if providing hourly rate sheets, Proposer shall not include rate ranges or averages. Kim Turner, LLC has included our cost proposal, which is a fixed-rate fee. We have followed all instructions provided herein. It is understood that the City reserves the right to negotiate compensation and/or payment schedule prior to award. The City shall not provide reimbursement for travel-related expenses, mileage, parking, lodging, meals, incidental fees, insurance, freight/shipping and handling/delivery, and any other business expenses, supplies and materials related to providing services as specified herein. Additional costs will not be considered and will not be reimbursed by the City, therefore, such costs must be absorbed in Proposer’s cost proposal fee structure. Any language related to travel reimbursement shall be stricken from the document by the City and if not stricken, shall be deemed invalid. We understand that the City is not responsible for reimbursement of any travel-related expenses, mileage, parking, lodging, meals, incidental fees, insurance, freight/shipping and handling/delivery, and any other business expenses, supplies and materials related to providing services. Kim Turner, LLC will absorb any additional costs, which will be reflected in our cost proposal fee structure. Proposals shall be valid for a minimum of one hundred eighty (180) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become property of the City. We attest that this cost proposal is valid for a minimum of one hundred eighty (180) days following this proposal’s deadline. Pricing shall remain firm for the entire initial Agreement term. Thereafter, any proposed pricing adjustment for follow-on renewal periods shall be submitted to the City Representative in writing at least ninety (90) days prior to the new Agreement term. The City reserves the right to accept, reject, or negotiate any proposed pricing adjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data as follows: Los Angeles-Long Beach-Anaheim, CA; All Urban Consumers; Not Seasonally Adjusted; annualized change comparing the most recent month’s reported data to the same month of the prior year. (This information may be found on the U.S. Department of Labor’s website at www.bls.gov.) Kim Turner, LLC guarantees that this pricing will remain firm for the entire initial agreement period and that any proposed pricing adjustments need to be submitted to the City in writing at least ninety (90) days prior to the new agreement date. We understand the city reserves the right to negotiate any proposed pricing adjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data from Los-Angeles-Long Beach-Anaheim, CA; urban consumers; not seasonally adjusted; and annualized change comparing the most recent months’ reported data to the same month of the prior year. COST PROPOSAL The fee for all listed services is $197,500.00. 26 SCOPE OF WORK HOURS PROPOSAL A. Police Services Dispatcher Recruitment Services I. Evaluating and enhancing SAPD’s current job posting is for Police Services Dispatcher. Review data and job postings for accuracy and results. 80 hours II. Evaluate and enhance SAPD’s current hiring practices for Police Services Dispatchers. Review the current job description and create new drafts as necessary to accurately reflect current work tasks. 80 hours III. Evaluate and enhance SAPD’s current recruitment practices for Police Services Dispatcher Review recruitment practices, including current social media outlets, targeted demographics, and results. 160 hours B. Police Services Dispatcher Training Services I. Development of Communications Training Manual (1) Develop a communications a training manual that falls within best practices and utilizes adult learning methodologies consistent with SAPD policies and procedures. (2) Inclusive of developing a structured training timeline with Incremental milestones for trainee progress/achievement (3) Inclusive of developing standard evaluation guidelines 160 hours Construct timelines and training benchmarks for Communication Training Officers (CTO) that fall in line with the policies and procedures of the SAPD. Inclusive of B. i. 160 hours The manual must be specific to the policies and procedures of the SAPD and updates shall be provided on an as needed basis. Updates are within the timeframe of the contract, not ongoing, and continuous 27 II. Provide training for all Communications Training Officers (CTO) on an as needed basis throughout the duration of the Agreement. (1) Inclusive of the 40-hour CA POST Certification Course. (2) 4-hour in-person training specific to evaluations and documentation. TBD/mini mum 44 hours C. Police Services Dispatcher Staffing Services I. Assess the staffing structures, levels, and scheduling practices, including the use of overtime within the Communications Division for optimization. In addition, scheduling options should be provided to minimize the impact of overtime within the context of the current MOU. 160 hours II. Research and review applicable best practices, regulations, and state and industry standards related to staffing, overtime, call time standards, including the MOU’s between the City of Santa Ana and the Police Officers Association (POA). Inclusive C.i. 160 hours III. Analyze and determine optimal staffing and workload levels for the Communications Division personnel. Inclusive of staffing study to evaluate the recommended number of Full-Time Equivalent positions. 160 hours 28 CONSULTING SERVICES A. Police Services Dispatcher Recruitment Services will include: a. Evaluating and enhancing SAPD’s current job posting for Police Services Dispatcher. b. Evaluate and enhance SAPD’s current hiring practices for Police Services Dispatchers. c. Evaluate and enhance SAPD’s current recruitment practices for Police Services Dispatchers. B. Police Services Dispatcher Training Services will include: a. Development of Communications Training Manual to include: b. Construct timelines and training benchmarks for Communication Training Officers (CTO) that fall in line with the policies and procedures of the SAPD. c. Manual must be specific to the policies and procedures of the SAPD, and updates shall be provided on an as needed basis. d. Provide training for all Communications Training Officers (CTO) on an as needed basis throughout the duration of the Agreement. C. Police Services Dispatcher Staffing Services will include: a. Assess the staffing structures, levels, and scheduling practices, including the use of overtime within the Communications Division for optimization. b. Research and review applicable best practices, regulations, and state and industry standards related to staffing, overtime, call time standards, including the MOU’s between the City of Santa Ana and the Police Officers Association (POA). c. Analyze and determine optimal staffing and workload levels for the Communications Division personnel. KEY ASSUMPTIONS Kim Turner, LLC makes the following key assumptions when preparing our competitive price proposal for the City of Santa Ana. ● Payable NET-30, billed monthly. ● Work requested outside the scope of work will be separately negotiated and billed at an hourly rate of $425.00. ● All travel and lodging for Kim Turner, LLC related to this project is inclusive of the quote for services and will be the sole responsibility of Kim Turner, LLC. 29