HomeMy WebLinkAbout12-05-16 CC Mtg - C3. PSA with Etico for Police Staffing Analysis
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Rich McLane, Deputy Chief of Police
Chris Kukulski, City Manager
SUBJECT: Professional Services Agreement for Police Staffing Analysis MEETING DATE: December 05, 2016
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize Chris Kukulski to sign Professional Service Agreement to conduct Police Staffing Analysis in 2017.
BACKGROUND: In 2007, the City of Bozeman contracted with Etico Solutions, Inc. to
conduct a staffing analysis to help determine the appropriate number of police officers necessary
to provide adequate and proactive police response to protect and safeguard the citizens of
Bozeman. Through the use of Computer Aided Dispatch (CAD) analysis was done that demonstrated a need for 13 additional patrol officers. At that time, the City Commission adopted
this staffing plan and authorized a public safety mill levy that provided funds to pay for the
additional staffing needs.
Since 2007, smaller, but similar, analyses have been done to evaluate whether the number of officers continued to meet the needs of our community.
Some of the areas not addressed in the 2007 staffing plan were sound methods to determine how
many non-patrol sworn officers, such as Detectives or Community Resource Officers, or how
many civilian support positions were necessary to also support a proper response to keeping Bozeman safe.
In early fall 2016 Etico Solutions, Inc. was again selected to assist the Bozeman Police
Department conduct an analysis of both Patrol resources needed, as well as civilian/non-sworn
officers needed in current year and projected forward for the next several years. Having a sound, scientific based method to help identify this need is critical and can help serve as a guide and tool
for future personnel requests, assignments and related fiscal planning. The previous
methodology and relationship with Etico Solutions, Inc. has been reliable and extremely
beneficial.
FISCAL EFFECTS: $15,000 is the amount authorized by the City Commission in FY17
budget authorization and the amount of this contract. There would be assistance through local
staff and Gallatin County 9-1-1 to gather local data and work with other agencies for related
comparable information.
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ALTERNATIVES: As suggested by the City Commission.
Attachments: Professional Services Agreement with Etico Solutions, Inc.
Appendix A to agreement Report compiled: November 18, 2016
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Professional Services Agreement for Police Staffing Analysis FY 17
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this _____ day of ____________, 2016, by
and between the CITY OF BOZEMAN, MONTANA, a self-governing municipal corporation
organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse Street,
Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter
referred to as “City,” and, “Etico Solutions Inc.”, hereinafter referred to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City
services described in the Scope of Services attached hereto as Attachment “A” and by this reference
made a part hereof.
2. Term/Effective Date: This Agreement is effective upon the date of its execution.
3. Scope of Work: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services, but in all events be completed by June
30, 2017. For conflicts between this Agreement and the Scope of Services, unless specifically
provided otherwise, the Agreement governs.
4. Payment: City agrees to pay Contractor $7,500 upon receiving full data analysis to
address patrol division staffing levels and another $7,500 upon receiving full data analysis to help
address support staff position analysis. Any alteration or deviation from the described services that
involves additional costs above the Agreement amount will be performed by Contractor after written
request by the City, and will become an additional charge over and above the amount listed in the
Scope of Services. The City must agree in writing upon any additional charges.
5. Contractor’s Representations: To induce City to enter into this Agreement,
Contractor makes the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules,
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and regulations that in any manner may affect cost, progress or performance of the Scope of Services.
b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform said services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal,
state and municipal laws. The City will not determine or exercise control as to general procedures or
formats necessary to have these services meet this warranty.
6. Independent Contractor Status/Labor Relations: The parties agree that Contractor
is an independent contractor for purposes of this Agreement and is not to be considered an employee
of the City for any purpose. Contractor is not subject to the terms and provisions of the City’s
personnel policies handbook and may not be considered a City employee for workers’ compensation
or any other purpose. Contractor is not authorized to represent the City or otherwise bind the City in
any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation Act,
Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71,
MCA. Contractor shall maintain workers’ compensation coverage for all members and employees of
Contractor’s business, except for those members who are exempted by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for
workers’ compensation coverage by an insurer licensed and authorized to provide workers’
compensation insurance in the State of Montana; or (2) proof of exemption from workers’
compensation granted by law for independent contractors.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims,
demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in
connection with any labor problems or disputes or any delays or stoppages of work associated with
such problems or disputes and for any claims regarding underpaid prevailing wages.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services
rendered, to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and
hold harmless the City, its agents, representatives, employees, and officers (collectively referred to
for purposes of this Section as the City) from and against any and all claims, demands, actions, fees
and costs (including attorney’s fees and the costs and fees of and expert witness and consultants),
losses, expenses, liabilities (including liability where activity is inherently or intrinsically dangerous)
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or damages of whatever kind or nature connected therewith and without limit and without regard to
the cause or causes thereof or the negligence of any party or parties that may be asserted against,
recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or
in any way related to: (i) the negligent, reckless, or intentional misconduct of the Contractor; or (ii)
any negligent, reckless, or intentional misconduct of any of the Contractor’s agents.
For the professional services rendered, to the fullest extent permitted by law, Contractor
agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and
expenses, including reasonable defense attorney fees, to the extent caused by the negligence or willful
misconduct of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations
of indemnity that would otherwise exist. The indemnification obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s)
which would otherwise exist as to such indemnitee(s).
Contractor’s indemnity under this Section shall be without regard to and without any right to
contribution from any insurance maintained by City.
Should any indemnitee described herein be required to bring an action against the Contractor
to assert its right to defense or indemnification under this Agreement or under the Contractor’s
applicable insurance policies required below the indemnitee shall be entitled to recover reasonable
costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court
of competent jurisdiction determines the Contractor was obligated to defend the claim(s) or was
obligated to indemnify the indemnitee for a claim(s) or any portion(s) thereof.
In the event of an action filed against City resulting from the City’s performance under this
Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City or its officers, agents
or employees, including the right of contribution for loss or damage to person or property arising
from, growing out of, or in any way connected with or incident to the performance of this Agreement
except “responsibility for his own fraud, for willful injury to the person or property of another, or for
violation of law, whether willful or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed
hereunder.
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In addition to and independent from the above, Contractor shall at Contractor’s expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to
conduct insurance business in Montana which insures the liabilities and obligations specifically
assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion
for liabilities specifically assumed by the Contractor in subsection (a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City without
limit and without regard to the cause therefore and which is acceptable to the City and Contractor
shall furnish to the City an accompanying certificate of insurance and accompanying endorsements
in amounts not less than as follows:
• Workers’ Compensation – statutory;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate; and
• Professional Liability - $1,000,000 per claim; $1,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers,
agents, and employees, shall be endorsed as an additional or named insured on a primary non-
contributory basis on both the Commercial General and Automobile Liability policies. The insurance
and required endorsements must be in a form suitable to City and shall include no less than a sixty
(60) day notice of cancellation or non-renewal. The City must approve all insurance coverage and
endorsements prior to the Contractor commencing work. Contractor shall notify City within two (2)
business days of Contractor’s receipt of notice that any required insurance coverage will be terminated
or Contractor’s decision to terminate any required insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
8. Termination for Contractor’s Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails
to perform any of its obligations under this Agreement, or otherwise breaches any terms or
conditions of this Agreement, the City may, by written notice, terminate this Agreement and
the Contractor’s right to proceed with all or any part of the work (“Termination Notice Due
to Contractor’s Fault”). The City may then take over the work and complete it, either with its
own resources or by re-letting the contract to any other third party.
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b. In the event of a termination pursuant to this Section 8, Contractor shall be
entitled to payment only for those services Contractor actually rendered.
c. Any termination provided for by this Section 8 shall be in addition to any other
remedies to which the City may be entitled under the law or at equity.
d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
9. Termination for City’s Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the City,
make it advisable to the City to cease performance under this Agreement City may terminate
this Agreement by written notice to Contractor (“Notice of Termination for City’s
Convenience”). The termination shall be effective in the manner specified in the Notice of
Termination for City’s Convenience and shall be without prejudice to any claims that the City
may otherwise have against Contractor.
b. Upon receipt of the Notice of Termination for City’s Convenience, unless
otherwise directed in the Notice, the Contractor shall immediately cease performance under
this Agreement and make every reasonable effort to refrain from continuing work, incurring
additional expenses or costs under this Agreement and shall immediately cancel all existing
orders or contracts upon terms satisfactory to the City. Contractor shall do only such work as
may be necessary to preserve, protect, and maintain work already completed or immediately
in progress.
c. In the event of a termination pursuant to this Section 9, Contractor is entitled
to payment only for those services Contractor actually rendered on or before the receipt of the
Notice of Termination for City’s Convenience.
d. The compensation described in Section 9(c) is the sole compensation due to
Contractor for its performance of this Agreement. Contractor shall, under no circumstances,
be entitled to claim or recover consequential, special, punitive, lost business opportunity, lost
productivity, field office overhead, general conditions costs, or lost profits damages of any
nature arising, or claimed to have arisen, as a result of the termination.
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10. Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement,
Contractor’s damages shall be limited to contract damages and Contractor hereby expressly
waives any right to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or
nature, Contractor shall provide City with written notice of its claim, the facts and
circumstances surrounding and giving rise to the claim, and the total amount of damages
sought by the claim, within thirty (30) days of the facts and circumstances giving rise to the
claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights
to assert such claim.
11. Representatives:
a. City’s Representative: The City’s Representative for the purpose of this
Agreement shall be Deputy Police Chief or such other individual as City shall designate in
writing. Whenever approval or authorization from or communication or submission to City
is required by this Agreement, such communication or submission shall be directed to Deputy
Police Chief as the City’s Representative and approvals or authorizations shall be issued only
by such Representative; provided, however, that in exigent circumstances when City’s
Representative is not available, Contractor may direct its communication or submission to
other designated City personnel or agents as listed above and may receive approvals or
authorization from such persons.
b. Contractor’s Representative: The Contractor’s Representative for the
purpose of this Agreement shall be Tim Freesmeyer or such other individual as Contractor
shall designate in writing. Whenever direction to or communication with Contractor is
required by this Agreement, such direction or communication shall be directed to Contractor’s
Representative; provided, however, that in exigent circumstances when Contractor’s
Representative is not available, City may direct its direction or communication to other
designated Contractor personnel or agents.
12. Permits: Contractor shall provide all notices, comply with all applicable laws,
ordinances, rules, and regulations, obtain all necessary permits, licenses, including a City of Bozeman
business license, and inspections from applicable governmental authorities, and pay all fees and
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charges in connection therewith.
13 Laws and Regulations: Contractor shall comply fully with all applicable state and
federal laws, regulations, and municipal ordinances including, but not limited to, all workers’
compensation laws, all environmental laws including, but not limited to, the generation and disposal
of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and
provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City, County, and
State building and electrical codes, the Americans with Disabilities Act, and all non-discrimination,
affirmative action, and utilization of minority and small business statutes and regulations.
14. Nondiscrimination: The Contractor agrees that all hiring by Contractor of persons
performing this Agreement shall be on the basis of merit and qualifications. The Contractor will have
a policy to provide equal employment opportunity in accordance with all applicable state and federal
anti-discrimination laws, regulations, and contracts. The Contractor will not refuse employment to a
person, bar a person from employment, or discriminate against a person in compensation or in a term,
condition, or privilege of employment because of race, color, religion, creed, political ideas, sex, age,
marital status, national origin, actual or perceived sexual orientation, gender identity, physical or
mental disability, except when the reasonable demands of the position require an age, physical or
mental disability, marital status or sex distinction. The Contractor shall be subject to and comply
with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all
regulations promulgated thereunder. The Contractor shall require these nondiscrimination terms of
its sub-Contractors providing services under this agreement.
15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor
shall not permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs,
by any employee or agent engaged in services to the City under this Agreement while on City property
or in the performance of any activities under this Agreement. Contractor acknowledges it is aware of
and shall comply with its responsibilities and obligations under the U.S. Department of Transportation
(DOT) regulations governing anti-drug and alcohol misuse prevention plans and related testing. City
shall have the right to request proof of such compliance and Contractor shall be obligated to furnish
such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees
and agents in proper and specified work methods and procedures. The Contractor shall provide
continuous inspection and supervision of the work performed. The Contractor is responsible for
instructing his employees and agents in safe work practices.
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16. Modification and Assignability: This Agreement may not be enlarged, modified or
altered except by written agreement signed by both parties hereto. The Contractor may not
subcontract or assign Contractor’s rights, including the right to compensation or duties arising
hereunder, without the prior written consent of City. Any subcontractor or assignee will be bound by
all of the terms and conditions of this Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or
provide documentation as requested by the City demonstrating Contractor’s compliance with the
requirements of this Agreement. Contractor shall allow the City, its auditors, and other persons
authorized by the City to inspect and copy its books and records for the purpose of verifying that the
reimbursement of monies distributed to Contractor pursuant to this Agreement was used in
compliance with this Agreement and all applicable provisions of federal, state, and local law. The
Contractor shall not issue any statements, releases or information for public dissemination without
prior approval of the City.
18. Non-Waiver: A waiver by either party any default or breach by the other party of any
terms or conditions of this Agreement does not limit the other party’s right to enforce such term or
conditions or to pursue any available legal or equitable rights in the event of any subsequent default
or breach.
19. Attorney’s Fees and Costs: That in the event it becomes necessary for either Party of
this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to
give any notice required herein, then the prevailing Party or the Party giving notice shall be entitled
to reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel to include
City Attorney.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents, employees, or
representatives shall be resolved first by negotiation between senior-level personnel from each party
duly authorized to execute settlement agreements. Upon mutual agreement of the parties, the parties
may invite an independent, disinterested mediator to assist in the negotiated settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the
date the dispute was first raised, then such dispute may only be resolved in a court of
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competent jurisdiction in compliance with the Applicable Law provisions of this Agreement.
22. Survival: Contractor’s indemnification shall survive the termination or expiration of
this Agreement for the maximum period allowed under applicable law.
23. Headings: The headings used in this Agreement are for convenience only and are not
be construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to
which they refer.
24. Severability: If any portion of this Agreement is held to be void or unenforceable, the
balance thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects by
the laws of the State of Montana.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs,
legal representatives, successors, and assigns of the parties.
27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the
parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or
enforced by a third party.
28. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained therein or made a part thereof
by reference, are not binding upon the parties. There are no understandings between the parties other
than as set forth in this Agreement. All communications, either verbal or written, made prior to the
date of this Agreement are hereby abrogated and withdrawn unless specifically made a part of this
Agreement by reference.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
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IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year
first above written.
CITY OF BOZEMAN, MONTANA ETICO SOLUTIONS, INC.
By________________________________ By__________________________________
Chris Kukulski, City Manager Tim Freesmeyer, President
APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney
23
524 E. Washington Street
Macomb, IL 61455
T (309) 333-4906
tim@eticosolutions.com
http://www.eticosolutions.com
ETICO SOLUTIONS INC.
October 13, 2016
Deputy Chief Rich McLane
Bozeman Police Department
615 S. 16th
Bozeman, MT 59715
Deputy Chief McLane,
This correspondence is in response to your recent request for proposal for a Resource Al-
location Study for the Bozeman Police Department. Based on our recent phone conversation
Etico Solutions, Inc. is pleased to submit the following proposal.
It is our understanding that the agency is attempting to answer many questions related to
staffing and deployment based on thorough statistical analysis of workload and employee
availability data:
I. What are the ideal staffing levels for the Patrol division to obtain targeted per-
formance levels? (Minutes of reactive time per hour per officer, patrol interval,
probability of saturation, and cross-beat dispatching levels) How do the ideal
staffing levels compare to the current level of staffing in Patrol? Do these staffing
levels vary if a field supervisor is not a primary emergency call taker?
II. After determining the optimal staffing level in patrol, how many officers should be
assigned to the existing shifts to best utilize available personnel and match the
staffing level to the workload level throughout the day?
III. Is the Investigations Division staffed appropriately for the number and types of
cases that are expected to be handled by the department and to realistically
meet the reasonable expectations of the citizens of Bozeman? Is the property
room staffed sufficiently to allow enough time to maintain a neutral capacity
where routine evidence disposal is taking place at the same rate as the intake of
new evidentiary property?
IV. What support staff positions are currently needed or projected for the future?
What type or quantity matches the operations, other staff and department
philosophies of service to the community? What staffing levels in civilian support
staff positions would be more suitable to address the needs not best met by
sworn officer positions?
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Etico Solutions has worked with the City of Bozeman in an initial patrol staffing study done
in 2007 and had continued consultations to review and update data since that day. The
methodology used to determine necessary staffing levels resulted in an identified need to in-
crease patrol staffing numbers by 13 officers. This methodology will continue to be the manner
in which this analysis is done to determine current and future staffing needs
PATROL ANALYSIS
Etico Solutions uses the Patrol Allocation Manual (PAM) model for patrol analysis. The
PAM model was developed by Northwestern University’s Center for Public Safety in 1989 in
conjunction with the National Highway Traffic Safety Administration. In order to study the Pa-
trol Division (which would include the Traffic Officers), Etico Solutions would analyze up to four
years of past Computer Aided Dispatch (CAD) data to determine the current trends in each pa-
trol activity category. This assumes that up to four years of data is available and that the data
collection methods during that time have not changed significantly. The data would need to be
pulled from the CAD database by City of Bozeman employees and provided to Etico in an
electronic format (preferably .csv or .txt files in one-year increments).
After cleaning the database and restructuring for analysis, Etico will analyze the call-load by
hour of the day, day of the week, and location to determine the patrol activity frequency for the
agency. By using dispatch times, cleared times, report writing times, and other activities that
generate work for the officers, Etico will make a determination on the time required to handle
each patrol activity listed in the CAD. Multiplying the frequency of each patrol activity type by
its average time to complete will yield the total reactive time for the agency.
The next step would be to calculate the agency’s shift relief factor to determine the staff
size needed in patrol to keep a desired number of officers on duty each day. To do this, we will
use three years of leave data and non-patrol time data such as training and special assign-
ments. This information would need to be gathered locally from your training officer and your
payroll department and submitted electronically to Etico Solutions.
Based on the shift relief factor and the calculated workload, the agency’s current level of
reactive minutes per hour for the patrol officers would be determined. The data and formulas
would be incorporated into an interactive spreadsheet allowing the agency to vary the minutes
of reactive time per hour and see the immediate staffing needs that would accompany each
level. Various performance expectations would also be calculated allowing the administrators
to weight the expected levels of cross-beat dispatches, patrol intervals, and probabilities of
saturation against the cost of additional officers.
Using the location of calls from the last full year of CAD data, Etico will evaluate the current
beat structure to determine if the calls for service match the current deployment of officers.
This would be accomplished by calculating the total hours of work in each beat and attempting
to even the workload among all beats. If changes to the beat structure would improve the
equality of workload, a new beat structure would be determined.
The calls for service, generated by citizens, would be broken down by quarter-hour of the
day and day of the week. The workload (in calls for service) would be charted by percentage
across the days of the week and hours of the day to create a “workload curve”. For compari-
son, the current staffing would also be charted by percentages by hour of the day and day of
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the week to create a “staffing curve”. The two curves would be charted on the same chart to
determine any large gaps that exist between workload and staffing. Using an algorithm routine,
the number of officers assigned to the shifts would be optimized to obtain the best correlation
between the staffing and workload curves.
INVESTIGATIONS AND SUPPORT STAFF POSITIONS
Investigations and support staff positions will be analyzed based on a benchmarking
methodology using a collection of nation-wide agencies and a second collection of local com-
parable agencies within the state of Montana. Agencies used for comparison will be selected
based on their similarities in a number of categories which include, but are not limited to, bud-
get allowances, calls for service, population, and the number of first responders within the
agency. Agencies that contain outlying metrics (disproportionate call volumes, population den-
sities, budget allocations, etc) will be excluded from the list of comparable agencies before
analysis begins.
A benchmarking model will be created using an interactive scatterplot to show the correla-
tion between different staff positions and the available comparable metrics. For instance, the
number of investigator positions can be plotted against the number of Part I offenses, the
number of first responders, or any other metric contained in the benchmarking database. The
scatterplot will show the points for all comparable agencies and then create a best-fit or “trend”
line showing the average number of positions under review for each metric being tested. The
chart will also display an “R2” value known as the “correlation coefficient” for each metric being
used in the comparison. Metrics which can more reliably predict staffing needs will have a
higher R2 value. Each available metric obtained from the comparable agencies will be plotted
and those with the highest R2 values will be used to estimate staffing needs.
Using the final benchmarking database, an estimate of current staffing needs will be deter-
mined for investigations and support staff positions based on the staffing levels of the compa-
rable agencies.
FINAL DELIVERABLES
Once the study is complete, all spreadsheets created to calculate staffing needs, deploy-
ment options, and schedule optimizations would be given to the agency for use in future years.
Upon request, a final presentation will be made to the Bozeman City Council, Mayor, and/or
Command Staff for an additional negotiated fee.
ON-SITE VISITS
This proposal does not include any site visits to the City of Bozeman. All data is to be col-
lected locally and sent electronically to Etico Solutions for analysis. Status updates will be
conducted periodically throughout the study via WebEx conferencing and conference calls. If
the City of Bozeman requests an onsite visit, it would be at an additional fee of $1,000/day and
all travel expenses.
PROJECT TIMELINE
Studies such as this typically require approximately twelve months to complete, assuming
all data sources are provided in their entirety by the City of Bozeman in a timely fashion. Since
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this study does not include a final report, the study could be completed by June 30, 2017 if
started by the end of November, 2016.
PRICING
To conduct a study that focuses on the Patrol Division, Detective Division, and support staff
positions, the total cost would be $15,000. Etico would request that 50% of the total be paid
upon completion of the Patrol analysis with the remaining 50% due once the data analysis is
completed for Investigations and support positions and all deliverables have been provided to
the agency.
CONCLUSION
We would welcome any questions concerning this proposal and would look forward to
working with the Bozeman Police Department once again. In most cases, the cost of a data-
driven staffing study can be offset quickly by the improved efficiency through proper sched-
uling, improved beat design, and an increased attention to data collection processes.
Best regards,
Timothy Freesmeyer
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