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HomeMy WebLinkAboutEmergency Services Consulting inc (ESCi) 2005-10-19Emergency Services Consulting inc. Personal Services Contract This agreement made this J � A_ day of oC , , 2005, by and between City of Ukiah and Emergency Services Consulting inc (ESCi), a Pennsylvania corporation doing business in Wilsonville, Oregon, hereinafter called ESCL Witnesseth: That for and in consideration of the payment and agreements hereinafter mentioned and attached, the City of Ukiah and ESCi, hereby agree to commence and complete the consultation and to provide the work described and comply with the terms of the contract documents for the: Fire Master Plan Transition Study Hereinafter called the "project" for the sum of $15,995.00 plus $2,000.00 for direct and reasonable expenses for travel, lodging, meals, postage and copying. Total bid for services, not to exceed $17,995.00 ESCi will furnish all labor and other services necessary to complete the fire master plan transition study as specified by the City of Ukiah and outlined in the attached scope of work. The City of Ukiah shall pay ESCi: 35% upon receipt of signed contract 35% upon receipt of draft 30% payment due upon receipt of invoice after completion of the final report This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. The laws of the state of California shall govern this agreement. This agreement is an integrated writing, executed by the parties after negotiation and discussions of all material provisions. Neither party has relied upon no inducements, concessions or representations of the fact, except as set forth in this agreement and the ESCi proposal. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, the agreement is two (2) copies, each of which shall be deemed an original, on the first date written above. By. By: Services Consulting Inc. W. Snook, President Title Emergency Services Consulting inc. Scope of Work The following objectives and tasks will be accomplished to fully meet the scope of work requested. This methodology has been developed specifically for the City and UFD based on our understanding of your expectations. However, it uses approaches, tools, and techniques proven through experience to provide the type and quality of desired results. We have identified the various steps in the project as objectives. Objective No. 1: Development of Project Work Plan Activity: ESCi will meet with the city manager and fire department management team to gain a comprehensive understanding of the project's background, goals, and expectations. This action plan shall be developed identifying: • Primary tasks to be performed • Person(s) responsible for each task • Time table for each objective to be complete • Method of evaluating results • Resources to be utilized • Possible obstacles or problem areas associated with the accomplishment of each task This meeting will also help to establish working relationships, make logistical arrangements, determine line of communications, and finalize contractual arrangements. Objective No. 2: Review of Background Information Activity: Obtain, review, and evaluate data and information relevant to this project including: • General plan of the municipality or community • Existing community growth management plans, including sphere of influence • Any LAFCO Municipal Service Review (MSR) documents • Current and proposed land use plans, zoning maps, and zoning code • Current comprehensive planning documents • Municipal building codes and ordinances • Local census statistics • Physical facilities and resources • Staffing practices, compensation, and labor agreements • Incident data, service practices, current service delivery objectives and targets, and other relevant information Emergency ,Services Consulting inc. A detailed "Request for Study Data and Information" form will be provided, in advance, to the agency. This form will provide instructions for gathering, organizing, and supplying the various collections of maps, records, policies and procedures, statistics, technical data, NFIRS records, and other pertinent information necessary for the study. The agency will be provided reasonable time, in advance of fieldwork by the study team, for compliance with the data requests. Objective No. 3: Stakeholders Input Activity: Conduct interviews with and gather information from key personnel including: • City administration and management • Governing body, as requested • Fire department managers and other staff • Finance and human resource function managers • County or city planning staff • Planning, zoning, and building officials • Other emergency service providers within the region, especially those involved in automatic aid • Medical facilities, medical director for regional or community EMS • Others as they may contribute to this project • Personnel at various organizational levels, including volunteers The project team will interview key stakeholders of any organization associated with this study. At a minimum, members of the project team will interview city officials, fire agency officials, labor representatives and, as appropriate, elected representatives as the City deems necessary. From these interviews, ESCi will obtain additional perspective and expectations on operational, economics, and policy issues facing the agency. In addition, the project team will learn more about availability of data necessary to meet projected goals. Activity: Facilitate a public community meeting intended to gather information and input from members of the general public, community organizations, and neighborhood associations on the following issues: • Customer priorities for the community's emergency services • Customer identification of current service strengths • Customer identification of current service weaknesses • Customer expectations for future service performance • Customer methods for evaluating service quality • Customer concerns • General input The project team will prepare survey instruments, questionnaires, and forms to be used during the community meeting. Professional graphics and a presentation of study objectives will be used to increase customers' understanding of their role in the process. Data and input gathered from the meetings will be statistically analyzed and presented graphically within the study, if appropriate. # Emergency Services Consulting inc. Objective No. 4: Current Emergency Services Needs Assessment Activity: Conduct a complete and thorough organizational assessment of the fire department based on the elements included in the following tasks. Task 1: Organization Overview - An overview of the organization shall be developed evaluating: • Responsibilities and line of authority • Attributes of successful organizations • History, formation, and general description of the fire department today • Chain of command • Organizational structure • Operating budget, funding, fees, taxation, and financial resources • EMS budget, resources, and cost recovery • Current description of the fire suppression infrastructure Task 2: Leadership and Management Component - Areas to be evaluated include: • Mission, vision, strategic planning, goals, and objectives • Adequacy of SOGs, rules and regulations, and policies • Financial controls • Internal evaluation of critical issues • Internal evaluation of future challenges • Internal and external communications • Decision making processes • Document control • Security • Reporting and records Task 3: Planning for Fire Protection, Rescue, EMS, and HazMat - The planning process within the agency shall be reviewed. Key components include: • Review and evaluate the adequacy of the current planning process • Identifying critical issues and analyzing current and future services • Review elements of tactical planning within the organization • Review elements of operational planning within the organization • Review elements of master planning within the organization • Make recommendations relative to future planning needs •t. { Emergency Services Consulting inc. Task 4: Risk Management — Review and make recommendations on various elements within the operation of the agency that present or mitigate risks of civil or legal action, injury, or illness that would have a detrimental effect on the organization, including: • Compliance programs for regulations and standards • Analysis of risk management strategy • Analyze risks associated with current employment practices • Analyze risks associated with current termination practices • Analyze risks associated with current training practices • Review safety policies, practices, and programs • Review job-related injury processes • Review liability insurance programs • Review property insurance programs • Review of ISO risk assessment and recommended improvement list Task 5: Personnel Management - Personnel management program shall be reviewed, focusing on: • Policies, rules, regulations, manuals, and handbooks • Reports and records • Compensation • Labor-management relationship and issues • Certifications and licensing • Disciplinary process • Counseling services • The application and recruitment process • Testing, measuring, and promotion processes • Health and wellness programs Task 6: Staffing - Review the current staffing levels of the fire department. Areas to be considered include: • Review and evaluate administration and support staffing levels • Review and evaluate operational staffing levels • Review staff allocation to various functions, divisions, and facilities • Analyze current staffing performance for incidents • Review firefighter / EMS staff distribution • Review utilization of career and volunteer companies • Review responsibilities and activity levels of personnel • Develop projection of future needs • Viability of volunteers •., Emergency Services Consulting inc. Task 7: Finance - Review status of current level of effort on fire protection in the community budget process • Examine revenue streams • Examine budgetary profile • Examine funding options and alternative Task 8: Capital Assets and Capital Improvement Programs — Review status of current major capital assets (facilities and apparatus) and analyze future needs relative to the condition of capital assets, including: • Facilities - Tour and make recommendations in areas critical of current station conditions and future considerations. Items to be contained in the report include: o Location o Land use criteria o Age, condition, serviceability o Jurisdiction boundaries o Apparatus and equipment needs o Future service demands o Staffing needs o Changing demographics o Traffic patterns o Projected growth and trends o Street grid networks o Sustainability of volunteers • Apparatus / Vehicles - Review and make recommendations regarding inventory of apparatus and equipment. Items to be reviewed include: o Age, condition, and serviceability o Distribution and deployment o Maintenance o Regulations compliance o Future needs • Support equipment • Examine triggers and thresholds for growth • Preparedness for financing capital needs Task 8: Delivery Systems: Suppression, Rescue, EMS, Disaster Preparedness, and HazMat — Review and make recommendations in areas specifically involved in, or affecting, service levels and performance. Areas to be reviewed shall include, but not necessarily be limited to: • Alarm systems and communications infrastructure • Dispatch center capabilities and methods • Current response time performance levels and capabilities, analyzed through Geographical Information Systems (GIS) software as appropriate • Current workload analysis • Facility deployment strategy assessment, analyzed through GIS software as appropriate • Resource deployment strategy assessment, analyzed through GIS software as appropriate • Fire and EMS integration •J,. Emergency Services Consulting inc. • Suppression, rescue, EMS, hazardous materials, disaster preparedness, and other specialized programs scope of delivery • Incident control and management • Standard response practices • Mutual aid, automatic aid o plans and agreements o frequency and type of use o methods of communication o inter -department training Task 9: Training Program - Review and make overall recommendations in critical areas involving training. Items to be reviewed include: • General training base competencies • Training administration • Training schedule • Training facilities • Training program goals and objectives • Training procedures and manuals • Record keeping • Clerical support Task 10: Fire Prevention/Public Education Programs - Review the department's efforts toward fire injury prevention and public education programs. Elements to be evaluated include: • Code enforcement activities • New construction inspection and involvement • General inspection program • Fire and injury public education programs • Fire investigation programs • Statistical collection and analysis Objective No. 5: Development and Review of Draft Project Report Activity: ESCi will develop and produce an adequate quantity of publication -quality, bound, draft versions of the written report for review by the client. Client feedback is a critical part of this project and adequate opportunity will be provided for review and discussion of the draft report prior to finalization. The report will include: • An executive summary describing the nature of the report, the methods of analysis, the primary findings, and critical recommendations • Detailed narrative assessment of each report component, structure in easy -to -read sections and accompanied by explanatory support to encourage understanding by both staff and civilian readers Emergency Services Consulting inc. • Clearly designated recommendations highlighted for easy reference and catalogued as necessary in a report appendix • Supportive charts, graphs, and diagrams, where appropriate • Supportive maps, utilizing GIS analysis as necessary Objective No. 6: Delivery and Presentation of Final Project Report Activity: ESCi will complete any necessary revisions of the draft and produce the specified quantity of publication -quality, bound, final versions of the written report. Formal presentations of the project report will be made by ESCi project team member(s) to staff, elected officials, or the general public and will include the following: • A summary of the nature of the report, the methods of assessment, the primary findings, and critical recommendations • Supportive audio-visual presentation • Review and explanation of primary supportive charts, graphs, diagrams, and maps, where appropriate • Opportunity for questions and answers, as needed