Request For Proposal. City of Philadelphia Police Department Court Overtime Study. Issue Date: June 28, Proposals Due: July 19, 2018

Transcription

1 Request For Proposal City of Philadelphia Police Department Court Overtime Study Issue Date: June 28, 2018 Proposals Due: July 19, Walnut Street 16 th Floor (215) Notice: PICA does not discriminate on the basis of race, color, religion, sex, age, national origin, familial status, handicap or disability. PICA does not discriminate against faith-based organizations.

2 CONTENTS I. General Information... 1 A. Introduction... 1 B. Form of Proposal... 2 C. PICA Background... 2 II. Project Summary... 3 A. Proposal Request... 3 B. Project Background... 3 C. Statement of Work... 3 D. Unique Capabilities or Qualities... 4 E. Specific Proposal Instructions... 4 III. Proposal Review Process... 6 A. Evaluation Criteria... 6 B. PICA s Rights... 6 IV. Disclosure of Litigation and Disclosure of Administrative Proceedings... 7 V. Nondiscrimination and Sexual Harassment Clause... 8

3 I. GENERAL INFORMATION A. Introduction This Request for Proposal ( RFP ) provides information to enable qualified firms to submit a proposal for a study into the City of Philadelphia s Police Department Court overtime usage and related costs for the ( PICA ). PICA values diversity in the awarding of contracts. Proposals from, or that include minorityowned, women-owned, and other historically underutilized businesses are welcome. The RFP is issued by PICA. Please submit all questions, inquiries, and requests for information concerning this RFP, in writing by July 13, 2018 to PICA. Direct all questions to: Mr. Harvey Rice Telephone: (215) Executive Director, PICA hrice@picapa.org 1500 Walnut Street Suite 1600 Mr. Rice will be the sole point of contact for this RFP. In order to receive consideration, deliver five (5) copies of the proposal by 5:00 P.M. local time, July 19, 2018, to Pennsylvania Intergovernmental Cooperation Authority, Suite 1600, 1500 Walnut Street, Philadelphia, PA Attention: Mr. Harvey Rice. These submissions are not returnable. Electronic versions of the proposal may also be submitted to hrice@picapa.org. PICA will not be liable for any cost related to the development, preparation, transmittal or presentation of any proposal submitted in response to this RFP. The last day for questions regarding this RFP will be July 13, This RFP contains instructions governing the proposals to be submitted and the material to be included therein; a description of the project and specific services to be provided; requirements which must be met by a proposer to receive consideration; general evaluation criteria; and other pertinent requirements. The submission of a proposal shall be considered evidence that the proposer has read and agrees to the terms and conditions specified in this RFP. Any modifications or changes made in this RFP will be made in writing in the form of an addendum issued by PICA. All proposers will receive written notice of any changes or modifications which may be made by PICA. Any communications from PICA staff or others concerning this proposal request shall not be binding on PICA and shall not in any way be considered as a commitment by PICA. 1

4 B. Form of Proposal In order to be considered, the submitted proposal shall include the following components: Section Description Signed Cover or Transmittal Letter Section 1 Understanding of the Project Requirements/Scope of Services/Schedule Section 2 Section 3 Proposed Work Plan and Statement of Deliverables Unique Capabilities or Qualities of the Respondent Section 4 Project Team Organization and Team Resumes Section 5 Relevant Project Experience and References Section 6 Section 7 Fee Proposal Other Pertinent Information In addition to a written proposal, prospective firms may be required to give oral presentations and to meet with the PICA governing board and staff for interviews and discussion. All proposals and other material submitted for this RFP shall become the property of PICA. C. PICA Background PICA was created in 1991 to assist the City of Philadelphia (the "City") in overcoming a severe financial crisis. PICA is a political subdivision of the Commonwealth constituting a public instrumentality. As set forth in its enabling statute, PICA was created to: (i) provide cities of the first class with the legal tools with which such cities can eliminate budget deficits that render them unable to perform essential municipal services; (ii) create an authority that will enable cities of the first class to access capital markets for deficit elimination and seasonal borrowings to avoid default on existing obligations and chronic cash shortages that will disrupt the delivery of municipal services; (iii) foster sound financial planning and budgetary practices that will address the underlying problems which result in such deficits for cities of the first class Through debt issuance and capital program earnings, PICA has made available in excess of $1.138 billion to directly assist the City for deficit elimination; funding capital projects; retirement of high interest debt; and a productivity bank. A portion (1.5%) of the City s Wage and Earnings taxes is directed to repay the PICA debt service. All excess funds are returned to the City s General Fund. As of June 30, 2017, PICA's Bonds Payable totaled $213,945,000. PICA also has the responsibility to evaluate and approve the City s annual Five-Year Financial Plans and monitor compliance with such Plans. PICA is governed by a five member board with one member appointed by the Governor, and the other members appointed by majority and minority leaders of the Pennsylvania House and Senate. PICA s Executive Director is appointed by the Board, and the PICA Staff currently consists of five employees. PICA has been issuing reports on City of Philadelphia overtime usage in recent years, as part of its legislated focus on fostering sound financial planning and budgetary practices, as stated above. All PICA overtime reports can be found on the PICA website at 2

5 II. PROJECT SUMMARY A. Proposal Request PICA requests proposals from academic institutions, consulting firms, auditing firms, and other professional firms to provide an in-depth study of the City of Philadelphia s Police Department s court overtime ( Police Court Overtime ) usage and associated costs. The arrangement will be a one-time contract for a negotiated duration. B. Project Background In fiscal year 2017, Police overtime amounted to $66.4 million, of which approximately $23.7 million was related to Police Court Overtime. Through April 2018, fiscal year 2018, Police Court Overtime is over $18.5 million. Police Court Overtime is necessitated by court ordered appearances of police officers, identified in police arrest reports, outside of, or in addition to, the regular work shift of police officers. PICA met with the three primary agencies involved with Police Court Overtime costs. They include the Philadelphia Police Department, the District Attorney s Office, and the First Judicial District. As a result of these meetings, PICA believes that there exist numerous inconsistencies and lack of coordination among these three agencies such that a more thorough review, analysis, and evaluation is warranted. The study s objective would be to develop recommendations that will streamline Police Court Overtime with an emphasis on reducing overtime costs. C. Statement of Work The firm shall provide PICA with the following services in connection with the aforementioned study: 1. Conduct research and gather data regarding Police Court Overtime in collaboration with the City of Philadelphia, working specifically with PICA, Philadelphia Police Department, Philadelphia District Attorney s Office, First Judicial District, Defender Association of Philadelphia, Office of the Director of Finance, Office of Budget and Program Evaluation, and Managing Director s Office. 2. Request input from the above mentioned departments, offices, and agencies, in determining: the causes of overtime, the ability to collect data relating to overtime, the institutional mechanisms to control overtime, the quality and quantity of communications and coordination between the operating departments regarding overtime management, institutional and external challenges relating to overtime usage and spending, consistency in application of existing policies regarding overtime usage and the quality of those policies, among other relevant considerations related to these expenditures. 3

6 3. Draw independent conclusions on the status and quality of the information and data gathered, assess the management of Police Court Overtime; and identify the significant contributors to overtime, for instance where is the overtime incurred, i.e. witness preparation versus preliminary hearings versus trial, etc. 4. Make recommendations on how to manage and reduce Police Court Overtime spending, including relevant best practices and/or technology implemented by similar jurisdictions or other cities/counties. Include recommendations on data collection and sharing across departments and agencies. Compare our processes to other jurisdictions. 5. Prepare a draft report on the study s findings and recommendations, and review these findings with PICA. At the completion of this process and review, issue a final report with findings and recommendations for submission to the Board. In connection with this study, the selected firm may occasionally be asked to clarify its findings. D. Unique Capabilities or Qualities PICA requires the respondents to have the following qualifications or meet the following specifications: 1. Extensive experience in: a. Conducting operational efficiency or performance audits and/or studies of government entities or agencies relating to streamlining overtime usage and costs OR providing consulting services on the effective use and utilization of overtime. b. Review of government financial data. c. Auditing OR consulting for entities similar to the City of Philadelphia (i.e., municipalities, counties, etc.). 2. Size of firm, specifically its engagement office, shall be appropriate to ensure the project will be completed in a manner that will guarantee a well-rounded, collaborative study consistent with the goal of analyzing the underlying causes of Police Court Overtime and recommending methods to control these costs. 3. Engagement staff shall have the education and experience to perform this study. Work should be performed with minimal interruption to city agencies, police department, and court daily operations E. Specific Proposal Instructions Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. 4

7 Respondents are required to submit the following items for the proposal to be considered: 1. A cover or transmittal letter, including all responding entity contact information, signed by an authorized representative of the submitting entity. 2. A general project plan, including an explanation of the kind of data that will be needed to conduct the work. Expected time schedules for the project should also be included. 3. A written narrative statement, including: a. unique capabilities or qualities of the respondent; b. a record of providing similar services; and c. knowledge of police and court operations similar to the City of Philadelphia. 4. A description of the individuals who would be in charge of the study, including their title, education, experience with similar entities and any other data considered pertinent to the decision-making process. 5. List of sub-contractor(s), if any, that would be engaged to assist in this review, describing their qualifications, experience, commitment to diversity, and whether they are a state or locally registered M/W/DSBE firm. 6. A list of clients, private and governmental for which such services have been provided and a list of those clients that can be used as references. 7. Respondents that are currently conducting or have previously conducted business with the city or any of the above mentioned departments or agencies, should describe any potential conflicts or impediments in performing this review. 8. The most recent peer review, if applicable. 9. A description of the firm rendering the proposal, including at a minimum: a. whether the firm is national, regional or local, b. whether the firm is a state or locally registered M/W/DSBE firm, c. the location of the engagement office, d. the number of employees in the engagement office, e. its commitment to diversity, f. a sample list of engagement office clients, and g. a schedule of all similar work previously performed; and h. a commercial activity license issued by the City of Philadelphia and a business income and receipts tax (BIRT) account number issued by the City of Philadelphia. 10. Budget and compensation data. The respondent shall provide in its proposal a nonbinding estimate of the number of hours of involvement expected by each position, a nonbinding estimate of the usual and customary charge per hour for each position, and the total cost to PICA for the services described in this RFP. 5

8 III. PROPOSAL REVIEW PROCESS A. Evaluation Criteria All proposals which meet the minimum respondent requirements and the minimum proposal submission requirements will be reviewed and evaluated for completeness and responsiveness according to standards and selection criteria determined by PICA. Factors for consideration will be evaluated from information supplied in response to the RFP. PICA shall evaluate proposals using the following criteria: 1. Experience, expertise and capability of respondent in providing service to PICA or other similar state or local entities. Particular attention will be given to the size, experience, expertise, capability, reputation and location of the office expected to perform the work and its staff, although the size, experience, expertise, capability and reputation of the overall firm will be considered as well. 2. Specific plans or methodology, including time factors to be used to perform the services as well as willingness of the respondent to commit minority staff to the project. 3. Cost estimates for the work to be provided. 4. References from other clients. 5. Completeness of proposal and satisfaction of requirements and specifications set forth herein. B. PICA s Rights PICA reserves and may exercise the following rights and options with respect to this selection process: 1. To reject any and all proposals and cancel or reissue the RFP at any time prior to execution of a final contract. 2. To supplement, amend, or otherwise modify this RFP at any time prior to selection of one or more proposers for negotiation and to cancel this RFP with or without issuing another RFP. 3. To negotiate pricing and other terms of the engagement, to accept or reject any or all of the items in any proposal and award the contract in whole or in part, if it is deemed in PICA s best interest to do so. 4. To reject the proposal of a proposer that, in PICA s sole judgment, has been delinquent or unfaithful in the performance of any contract with the City and/or the Commonwealth, is financially or technically incapable or is otherwise not a responsible proposer. 6

9 5. To waive any minor informality, defect, or deviation from this RFP that is not material to the proposal. 6. To request that some or all of the proposers clarify, modify or supplement proposals. 7. As an aid in the selection process, PICA may request interviews or oral presentations from one or more proposers prior to commencement of any contract negotiations. 8. As an aid in the selection process, PICA may request to visit the proposer s local office as a means of verifying the firm s capability to perform the work. 9. PICA may request to inspect projects referenced in the proposer s proposal. 10. PICA may conduct investigations with respect to the qualifications of each proposer and call upon references. 11. Any proposer who is selected by PICA to perform work on this project shall be required to enter into a written contract with PICA that includes all requirements of law applicable to contracts with an agency of the Commonwealth, including the Nondiscrimination/Sexual Harassment Clause described in Section V of this RFP, an indemnification of PICA by the proposer, rights of PICA to terminate such contract, and insurance requirements applicable to the proposer. 12. All materials produced under any contract with the successful proposer shall become the property of PICA. 13. As a public agency, PICA is subject to the Commonwealth s Right-to-Know Law. IV. DISCLOSURE OF LITIGATION AND DISCLOSURE OF ADMINSTRATIVE PROCEEDINGS Describe, for the five-year period preceding the date of this solicitation, any judicial or administrative proceeding, involving the Respondent, that is material to Respondent s business or financial capability or to the subject matter of this solicitation, or that could interfere with Respondent s performance of the work requested by this solicitation, including, but not limited to, any civil, criminal or bankruptcy litigation; any debarment or suspension proceeding; any criminal conviction or indictment; and any order or agreement with or issued by a court or local, state or federal agency. 7

10 V. NONDISCRIMINATION AND SEXUAL HARASSMENT CLAUSE Any contract entered into with a firm selected to provide services to PICA pursuant to this RFP shall contain, in substance, the following provisions: 1. In the hiring of any employees for the manufacture of supplies, performance of work, or any other activity required under the Contract or any subcontract, the Contractor, subcontractor or any person acting on behalf of the Contractor or subcontractor shall not by reason of gender, sexual preference, ethnicity, religion, disability, race, creed, or color discriminate against any citizen who is qualified and available to perform the work to which the employment relates. 2. Neither the Contractor nor any subcontractor nor any person on their behalf shall in any manner discriminate against or intimidate any employee involved in the manufacture of supplies, the performance of work or any other activity required under the Contract on account of gender, sexual preference, ethnicity, religion, disability, race, creed, or color. 3. The Contractor and any subcontractors shall establish and maintain a written sexual harassment policy and shall inform their employees of the policy. The policy must contain a notice that sexual harassment will not be tolerated and employees who practice it will be disciplined. 4. The Contractor shall not discriminate by reason of gender, sexual preference, ethnicity, religion, disability, race, creed, or color against any subcontractor or supplier who is qualified to perform the work to which the contract relates. 5. The Contractor and each subcontractor shall furnish all necessary employment documents and records to and permit access to its books, records, and accounts by the contracting officer and the Commonwealth of Pennsylvania s Department of General Services Bureau of Contract Administration and Business Development (Bureau) for purposes of investigation to ascertain compliance with the provisions of this Nondiscrimination/Sexual Harassment Clause. If the Contractor or any subcontractor does not possess documents or records reflecting the necessary information requested, it shall furnish such information on reporting forms supplied by the contracting officer or the Bureau. 6. The Contractor shall include the provisions of this Nondiscrimination/Sexual Harassment Clause in every subcontract so that such provisions will be binding upon each subcontractor. 7. In the event of any violation of this clause, PICA may cancel or terminate the Contract and all money due or to become due under the Contract. The Contract may be forfeited for a violation of the terms and conditions of this Nondiscrimination/Sexual Harassment Clause. In addition, PICA may proceed with debarment or suspension and may place the Contractor in the Contractor Responsibility File. 8