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Home My WebLink About1999 03 22 Consent Item F " COMMISSION AGENDA /DEP~ Autho~ion REQUEST: Police Department requesting the Commission to give approval to enter into a Contractual Services Agreement with the University of Central Florida to provide Total Quality Management training. March 22, 1999 Meeting x ITEM F MGR PURPOSE: This agenda item is needed to gain Commission approval of a contract with University of Central Florida to implement Total Quality Management in the Police Department. CONSIDERATIONS: The University of Central Florida's Center for Quality has agreed to provide the Police Department with Quality Management training over five years for $34,249.50. Funding for the training is provided through the Special Law Enforcement Education Fund derived from traffic fines and forfeitures. It is the overall goal of the city to deliver quality service to our community and to strive to ensure the principles of Quality Management become the foundation for the way we do business in public enterprises. The University of Central Florida's Center for Quality has agreed to provide Quality Management Training to the Police Department. (See Attached Contract). By entering into this agreement it will allow the Police Department in conjunction with the University of Central Florida to work towards constant quality improvement and customer orientation through long term planning and evaluation. The training will also establish a timetable for continuous Quality Improvement that will interface with the Police Departments Career Development Plan. Upon completion of the Quality Management Training the Winter Springs Police Department will then apply for the Governors Sterling Award which is designed to recognize organizations that continually improve how they do business. The criteria for this award is based on an integrated set of basic values, requirements, and processes aimed at increasing customer value and driving organizational effectiveness. It is a self-assessment tool to help organizations determine their current capabilities, including their strengths and areas where improvement is needed. RECOMMENDATION: Recommend the Commission approve the contract between the University of Central Florida and the Police Department, as described above. IMPLEMENTATION SCHEDULE: Immediately upon approval by Commission. FUNDING: Existing funds from the Special Law Enforcement Education Fund. FY99 $10,394.50 FYOO $12,040.00 FYOl $4,905.00 EYQ2 $5,260.00 FY03 $1,600.00 ATTACHMENTS: Contractual Services Agreement COMMISSION ACTION: University of Central Florida CENTER FOR QUALITY Orlando, Florida CONTRACTUAL SERVICES AGREEMENT City of Winter Springs Police Department This Agreement is made on this 26 thday of February 1999'by and between THE UNIVERSITY OF CENTRAL FLORIDA Center for Quality acting for and on behalf of the Board of Regents of the State University System of Florida, a public corporation of the State of Florida, (University), and the City of Winter Springs Police Department. 1. DESCRIPTION OF SERVICES: The UCF Center for Quality pursuant to Florida law assumes full responsibility for completion of the services/delivery of the goods, as described in detail in Attachment "A" to this Agreement, which is incorporated herein for all purposes. Services/goods shall be rendered/delivered in accordance with the schedule and for the amounts set forth in Attachment "A" contingent upon the Center for Quality staff availability. 2. PERFORMANCE CRITERIA: Criteria and the final date(s) by which such criteria must be met to complete this agreement are described in detail in Attachment "B", which is incorporated herein for all purposes. Such criteria shall be met in accordance with the schedule set forth in Attachment "B" contingent upon the Center for Quality staff availability. Training will be facilitated at the UCF Center for Quality, the City of Winter Springs or a location determined by both parties. 3. PERIOD OF PERFORMANCE: The Center for Quality shall commence performance of the terms of this Agreement on February 26,1999, and shall terminate performance of this Agreement on June 30, 2004. The City of Winter Springs Police Department may extend this Agreement in writing for a period not to exceed six (6) months and shall be subject to the same terms and conditions set forth in this Agreement. There shall be only one extension of this Agreement unless events beyond the Center for Quality's control cause the Center for Quality failure to meet, by the date stated in Paragraph 3 above, the performance criteria, referenced in paragraph 2 above and stated in Attachment "B" to this Agreement. 4. BILLING: Center for Quality shall submit written invoices to the City of Winter Springs specifically describing the services/goods provided, the dates and hours that the services/goods were rendered/delivered and the fee therefor. The invoices shall be delivered to City of Winter Springs and submitted to the University's Finance & Accounting Department for payment to the Center for Quality. 5. SOURCE OF PAYMENT: Payments to the Center for Quality under this Agreement shall be deposited to Account Number 6. PAYMENT: a. Travel expenses (state rate of .29 per mile) and incidental expenses shall be billed and paid on an annual basis. b. Advance payment for goods and services shall be in accordance to Attachment "A" . c. Late fees shall be assessed at a cost of 10% of the payment. d. Expenses associated with any additional materials and not listed are the responsibilities of the City of Winter Springs Police Department. e. Invoices will be mailed 30 days prior to payment deadline and should be paid within 30 days after the stated payment date. r. Failure to meet payment deadlines will result in termination of services until payment is received 7. INDEPENDENT CONTRACTOR: Each of the parties is an independent contractor and nothing contained herein shall constitute or designate any of the employees or agents of one party as employees or agents of the other party. 8. COMPLIANCE: The parties shall at all times comply with all applicable ordinances, laws, rules and regulations of local, state and federal governments, or any political subdivision or agency, or authority or commission thereof, which may have jurisdiction to pass laws, ordinances, or make and enforce rules and regulations with respect to the parties. 9. CONFLICTS OF INTEREST: Center of Quality hereby certifies that to the best of its knowledge and belief, there is not an individual that is employed or subcontracted by Center of Quality who has an immediate relation to any employee of the City of Winter Springs Police Department who has been directly or indirectly involved in the procurement of said services. Violation of this section by Payee shall be grounds for cancellation of this Agreement. 1 L CANCELLATION: This Agreement shall be subject to cancellation by either the City of Winter Springs or the University upon thirty (30) days prior written notice without penalty to the party terminating the agreement. The City of Winter Springs shall be liable only for payment for services satisfactorily rendered/goods satisfactorily delivered and accepted from the date of commencement until the effective date of cancellation. Regarding classes described on Attachment A, the City may request that the University reschedule certain classes if the City determines that a significant number of participants will be unable to attend a particular class. Some classes may be rescheduled upon mutual agreement of the University of Central Florida and the City of Winter Springs. 12. FORCE MAJEURE: Neither the University nor the City of Winter Springs Police Department shall be required to perform any term, condition or covenant of this Agreement so long as such performance is delayed or prevented by acts of God, material or labor restriction by any governmental authority, civil riot, floods, hurricanes, or other natural disasters, or any other cause not reasonably within the control of Center for Quality or City of Winter Spring Police Department and which by the exercise of due diligence Center for Quality or. City of Winter Springs Police Department is unable, wholly or in part, to prevent or overcome. 13. TERMINATION: Each term and condition of this Agreement is material and any breach or default by City of Winter Springs in the performance of each such term and condition shall be a material breach of default of the entire Agreement for which the non-breaching party shall have the right to terminate this Agreement immediately upon notice to the other party and without penalty to the party declaring the breach. 14. AMENDMENTS: Any amendments, alterations or modifications to this Agreement must be signed or initialed and approved by all signatures of this Agreement. 15. ASSIGNMENTS: The Center for Quality reserves the right to assign a third party any right or obligation of Center for Quality pursuant to this Agreement without prior written consent of the City of Winter Springs Police Department. 16. NOTICES: Any written notices between the parties shall be sent by certified mail to the following addresses, or other addresses of which the parties shall have notified each other. 17. TAXES: The City of Winter Springs shall not pay any intangible taxes, property taxes, or sales taxes. 18. GOVERNING LAW: The validity, construction, and effect of this Agreement shall be governed by Florida law. The University, as an agency of the State of Florida, is entitled to the benefits of sovereign immunity coextensive therewith, including immunities from taxation. 19. HEADINGS: Headings have been included in this Agreement for convenience only and shall not effect the interpretation of any terms found herein. 20. NOTICES: All notices under this agreement shall be in writing and shall be marked to: City of Winter Springs Ronald W. McLemore, City Manager 1126 East State Road 434 Winter Springs, Florida 32708 University of Central Florida Dr. Jan Terrell, Director Center for Quality 12424 Research Parkway, Suite 225 Orlando, Florida 32826-006 ACCEPTANCE OF AGREEMENT UNIVERSITY OF CENTRAL FLORIDA Signature: Walter G. Winstead Director of Purchasing Printed Name: Title: Date: Date: Address: Telephone: Fax: FEID#/SS#: LEGAL CONTENT APPROVED Date A TTACHMENT "A" If applicable, divide the Agreement into units of deliverables including, but not limited to, reports, fmdings, and drafts that must be received by a stated date(s) and accepted in writing by the City of Winter Springs prior to payment. Winter Springs Police Department Contract Payment Schedule to QI Payment Payment Projected Payment Due Date Items Hours Amount Subtotals Totals 26-Feb-99 Self Assessment 8 $ 800.00 MissionNalues Identification 4 $ 400.00 Identify Stakeholders 2 $ 200.00 Stakeholder Analysis 2 $ 200.00 SWOT Analysis Meeting 2 $ 200.00 Strategic Issues Meeting 8 $ 800.00 Presentation Materials $ 30.00 Define Strategic Directions 8 $ 800.00 Implementation Planning 8 $ 800.00 Edit and Format Strategic Plan 6 $ 600.00 Customer Focus Group Facilitation 12 $ 1,200.00 Employee Survey 12 $ 1,200.00 $ 7,230.00 1-Apr-99 Leadership Quality Commitment Series 32 $ 2,400.00 (hourly promised at $75.00) Materials for QCS: 13 Textbooks at $40.00 each $ 520.00 13 Folders at $1.50 each $ 19.50 13 Sets of handouts at $5.00 each $ 65.00 13 Memory Joggers at $8.00 each $ 104.00 Pens and writing pads $ 26.00 Presentation Materials $ 30.00 $ 3,164.50 1-0ct-99 Leadership Measurement Workshop 6 $ 600.00 Presentation Materials $ 30.00 13 Sets of handouts at $5.00 $ 65.00 13 Measurement Textbooks at $15.00 each $ 195.00 Staff Quality Commitment Series 96 $ 7,200.00 40 Textbooks at $40.00 each $ 1,600.00 40 Folders at $1.50 each $ 60.00 40 Sets of handouts at $5.00 each $ 200.00 40 Memory Joggers at $8.00 each $ 320.00 Pens and writing pads $ 80.00 Presentation Materials $ 30.00 Process Improvement Session 8 $800.00 Performance Management Workshop 6 $ 600.00 Course Development $ 150.00 13 Workbooks at $10.00 each $ 130.00 Presentation Materials $ 30.00 $ 12,090.00 1-Apr-00 Problem Solving With Tools 8 $ 800.00 Benchmarking Workshop 4 $ 400.00 13 Workbooks at $10.00 each $ 130.00 Presentatioh Materials $ 30.00 Leadership - Qualify Suppliers Workshop 2 $ 200.00 Presentation Materials $ 30.00 Conflict Utilization Workshop 8 $ 800.00 Presentation Materials $ 30.00 20 Handouts at $5.00 $ 100.00 Facilitator's Training 8 $ 800.00 Presentation Materials $ 30.00 15 Textbooks at $35.00 each $ 525.00 $ 3,075.00 1-0ct-00 Team Process Survey 2 $ 200.00 Survey Materials $ 30.00 Customer/Employee Survey Analysis 6 $ 600.00 Strategic Plan Review 2 $ 200.00 Sterling Challenge Application 8 $ 800.00 $ 1,830.00 1-Apr-01 Team Planning Tools Workshop 16 $ 1,600.00 Presentation Materials $ 30.00 25 Textbooks at $35.00 each $ 875.00 25 Handouts at $5.00 each $ 125.00 $ 2,630.00 1-0ct-01 Train-the-Trainer Workshop 24 $ 2,400.00 Presentation Materials $ 30.00 5 Textbooks at $35.00 $ 175.00 5 Handouts at $5.00 each $ 25.00 Sterling Challenge Feedback Analysis 4 $ 400.00 $ 2,630.00 1-Apr-02 Performance Results Consultation 2 $ 200.00 $ 200.00 1-0ct-02 Customer/Employee Survey Analysis 6 $ 600.00 $ 600.00 1-Apr-03 Sterling Award Application Consultation 8 $ 800.00 $ 800.00 328 $34,249.50 ATTACHMENT "B" If applicable, describe in sufficient detail performance criteria that must be achieved by a stated date(s) and accepted in writing by the City of Winter Springs prior to payment. 2/99 Sterling Categories 2/00 Sterling Categories Sterling A ward Winter Springs Police Department Time Table *Self Assessment 3/99 * Strategic Planing 9/99 *Complcte Meetings (6 months) Workshop ... *Begin Customer Survcy ... Strategic Plan. Prioritize based .. Focus groups ... *Review on results *Begin Employee Survey Strategic Plan *Self- *ID Customers *Coacllcs QCS Assessment *ID Key results areas (Basic Training) Prioritize info. *ID Task groups for (leadership) needs based on surveys *Bascline results *Environmcntal Customers and A,sessment *I.D Key Players *DeparL Strategic Plan employees for strategic planning 12/99 *Leadership Msrmt ... Workshop .... *Baseline KRA. s *Intact Tean1 QCS(3) Classes Training (All Stan) *!D core processes/ Workflow Mapping Begins 1.0, 2.0, 3.0 3.0, 4.0, 5.0, 6.0 1.0. 2.0. 3.0, 4.0, 5.0, 6.0 *Process Improvement 4/00 7/00 1/01 (Train StafULdrshp) *Problem Solving in *Gather Business *Msring Team Improve Processes Tms.(w/tools) Results Processes Survey based on core process (Training -Staff/ldrsh p) *!D iU1d Qualify *2[1(1 Msr. Custo/;lers ... .. maps ... *Training Needs .... Suppliers .. & Employees *Do flowcharts & Assessment *Qualify Suppliers *Challcnge analyze *Develop Team Workshop application Performance Matrix *Advanced Staff consultation *PMS Wrkshp Training *Review Strategic (Ldrshp) *Benchmarking a)Conflict Utilization Plan & Results *Look at Recognition & b)Facilitator Training *Challenge Rewards Application 4.0,5.0, 6.0 2.0, 3.0,5.0, 7.0 3.0, 4.0, 6.0 4.0, 6.0, 7.0 Task CoordinatorlFacllitator: Jan- DeLaine"" Kathy M. .,. WS Police Dept ~ Revised 2-10-99 Sterling Categories: 1.0=Leadership 2.O=Strategic Planning 3.O=Customer & market Focus 4.O=Information & Analysis 5.0=Human Resource Dev. & Mgmt. 6.O=Process Management 7.0=Business Results 1/00 1 % 1 Sterling A ward Winter Springs Police Department Time Table 1 % 1 *PMS Review *Train the Trainer *Review *Ongoing *PMS Review Challenge Fdbk & I III prove III en t *Teams Planning .... *Receive Feedback .. Make Plan ~ Activities Tools Workshops ... from Challenge ... ';'Challcnge ... *Ongoing *Facilitator Review feed hack Consultation Training con su I tali on * Performance Results Report 1/02 7/02 10/02 1/03 Sterling Categories 1.0, 2.0, 4.0, 5.0,7.0 1.0,5.0 7.0 2/03 * Performance 10/03 * Apply for Sterling 2/04 *Review by Results Report Award Sterling *3rd Survey ... Results (Customer ... ... & Employee) *Collsultalion 5/04 Sterling Categories 3.0,4.0,6.0, 7.0 Task Coordinator/Facilitator: Jan - DeLaine - Kathy M. - WS Police Dept IISIiIIIISl Revised 2-10-99 Sterling Categories: 1.0=Leadership 2.0=Strategic Planning 3.()=Customer & market Focus 4.O=Information & Analysis 5.0=Human Resource Dev. & Mgmt. 6.O=Process Management 7.0=Business Results