AGENDA REQUEST BUSINESS OF THE CITY COUNCIL CITY OF PEARLAND, TEXAS
AGENDA OF: July 11, 2016 ITEM NO.: Resolution No. R2016-128 DATE SUBMITTED: June 29. 2016 DEPT. OF ORIGIN: Finance PREPARED BY: Bob Pearce PRESENTOR: Vance Riley REVIEWED BY: Jon R. Branson REVIEW DATE: July 1, 2016
SUBJECT: R2016-128 A Resolution of the City Council of the City of Pear- land, Texas, awarding a bid for the completion of the Fire Department Standards of Cover and Staff Utilization Study in the amount of $79,996 to Citygate Associates, LLC.
EXHIBITS: Resolution #R2016-128 FY 2017 Early Input Budget White Paper--Public Safety Staffing/Utilization Study Update Staffing Utilization Memo January 2016 Citygate Associates, LLC RFP Response
FUNDING: Grant Developer/Other Cash Bonds To Be Sold Bonds- Sold L/P – Sold L/P – To Be Sold
EXPENDITURE REQUIRED: $79,996 AMOUNT BUDGETED: $80,000 AMOUNT AVAILABLE: $80,000 PROJECT NO.: ACCOUNT NO.: 100-205-100-5400-160 – Base on approval of Fiscal Year 2016 Year-End Projections
ADDITIONAL APPROPRIATION REQUIRED: ACCOUNT NO.: PROJECT NO.: To be completed by Department: X Finance Legal Ordinance Resolution
EXECUTIVE SUMMARY
BACKGROUND Funds were budgeted for a Police Department staffing study in the amount of $150,000 with plans to pursue a Fire Department staffing study in FY2017. After award of the Police Department staffing study to Berkshire in late 2015 there are remaining funds available to start the Fire Department staffing study in FY2016. Pursuant to a City Council and City Management directive, Purchasing and Fire Department personnel developed specifications for, and conducted, a Request for Proposal for preparation of a Fire Department Standards of Cover and Staffing Utilization Study. More details of the study description are found in the attached exhibits. Notice of RFP was published in the City newspaper of record and posted on the City’s e-bid system, with nine (9) respondents providing proposals.
SCOPE OF CONTRACT Successful contractor shall prepare the subject study, and conduct a subsequent presentation to City Council enumerating recommendations and findings regarding FD Standards of Cover and Staffing utilization.
BID AND AWARD The proposals received were reviewed and evaluated by a City team of FD Chief Officers, PD Captain Chad Randall, and HR Generalist Cristen Wood. The responses were evaluated on criteria including: proposed solution (30 points), experience & qualifications (30 points), cost (20 points), and project timeline (20 points). The evaluation team decided to exclude timelines from the final score due to the RFP not establishing a desired timeframe. Upon completion of City evaluation team reviews, the respective average scores (scale of 80) for proposals were as follow:
Firm Score Proposed Cost Fitch & Associates 69.20 $53,950 Emergency Services Consulting International (ESCI) 66.71 $41,388 Citygate Associates, LLC. 63.82 $73,590 Matrix Consulting Group 60.23 $67,700 McGrath Consulting Group 59.45 $55,125 TriData, LLC 56.24 $104,070 Operational Research in Health, Inc 51.78 $79,975 Manitou, Inc. 50.97 $53,750 Center for Public Safety Management (CPSM) 47.75 $159,667
The top four (4) ranked firms were invited to proposal presentation and interview sessions with the evaluation team, which were conducted on June 6th, 7th, and 8th, 2016. Upon conclusion of the four vendor meetings, evaluation team members discussed the relative merits of each proposal, and concurred unanimously that the best proposal for the City's interests was that of Citygate Associates, LLC. Key contributing factors to this consensus, as expressed by evaluation team members during their discussion of the presentations included: RESPONSIVE RESULTS-ORIENTED TRUST-BUILDERS ACCOUNTABLE • Experience doing studies in communities with similar growth rates as Pearland. See page 26 of June 28, 2016 Citygate proposal. • GIS modeling and visualization capabilities. • Project lead helped develop the Standards of Cover model for the Commission on Fire Accreditation International.
Citygate’s original proposal was $73,590. Evaluations yielded that the methodology proposed by Citygate for preparing the study was the best the City received, but felt that the information- gathering should not be as predominantly remote as originally proposed, and that additional site visits by Citygate would be beneficial to the study given certain changing conditions within the Fire department, including reorganization into 4 divisions in January, rapid growth of full-time staff, and impacts of consolidation of Fire and EMS. In light of these factors, FD management and evaluation team asked for Citygate to modify their proposal to include 4-6 additonal on-site visits, with the resultant proposal cost being $79,996. It should be noted that if any of these additional visits are not required, or if Pearland visits can coincide with Citygate staff visit to another Texas client, it will result in a reduction of the proposal cost from the revised total referenced above.
SCHEDULE The anticipated timeline for completion of the study and associated tasks is six months from Notice of Award by the City.
POLICY/GOAL CONSIDERATION Safe Community.
RECOMMENDED ACTION
R2016-128 - A Resolution of the City Council of the City of Pearland, Texas, awarding a bid for Fire Department Standards of Cover and Staffing Utilization Study to Citygate Associates, LLC in the amount of $79,996. RESOLUTION NO. R2016-128
A Resolution of the City Council of the City of Pearland, Texas, awarding a bid for the completion of the Fire Department Standards of Cover and Staff Utilization Study, in the amount of $79,996, to Citygate Associates, LLC.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That City solicited proposals for a Fire Department Standards of Cover and
Staff Utilization Study and such proposals have been evaluated.
Section 2. That the City Council hereby awards the proposal to Citygate Associates,
LLC., in the amount of $79,996.
Section 3. The City Manager or his designee is hereby authorized to execute a contract for the Fire Department Standards of Cover and Staff Utilization Study.
PASSED, APPROVED and ADOPTED this the _____ day of ______, A.D.,
2016.
______TOM REID MAYOR
ATTEST:
______YOUNG LORFING, TRMC CITY SECRETARY
APPROVED AS TO FORM:
______DARRIN M. COKER CITY ATTORNEY RESPONSIVE RESULTS-ORIENTED TRUST-BUILDERS ACCOUNTABLE
Memo
To: Jon Branson, Deputy City Manager
From: Bob Pearce, Purchasing Officer �
CC:
Date: December 22, 2015
Re: Police Department Utilization & Staffing Study RFP
In response to a City Council and City administration initiative, Purchasing and Police Department personnel developed specifications for a Request for Proposals for a Police Department Utilization and Staffing Study, which were opened October 30, 2015. Six (6) proposals were received for conducting the study and subsequent recommendations. The proposals received were reviewed and evaluated by a City team of Jon Branson, Michelle Graham, Daniel Baum, Chad Randall, Ron Fraser and Tom Moncrief, with Claire Bogard as an advisory member.
The responses were evaluated on criteria including: proposed solution (30 points), experience & qualifications (30 points), cost (20 points), and project timeline (20 points). Upon completion of City evaluation team reviews, the respective average scores (scale of 100) for proposals were as follow:
• International Association of Chiefs of Police (IACP)-77.29 • Berkshire Advisors -74.22 • Emergency Services Consulting International (ESCI)-72.42 • Center for Public Safety Management (CPSM)-67.01 • McGrath Consulting Group- 63.33 • Alexander Weiss Consulting- 57.34
Respective costs of the proposals are listed in the table below:
Emergency McGrath Services Alexander Center for International Consulting Consulting Weiss Berkshire Public Safety Association of Group International Consulting Advisors Management Chiefs of Police
$31,500.00 $35,340.00 $47,000.00 $80,800.00 $86,000.00 $97,769.00
The top three (3) ranked firms were invited to proposal presentation and interview sessions with the evaluation team, which were conducted on December 10, 2015. Upon conclusion of the three vendor meetings, evaluation team members discussed the relative merits of each proposal, and concurred unanimously that the best proposal for the City's interests was that of Berkshire Advisors. Key contributing factors to this consensus, as expressed by evaluation team members during their discussion of the presentations, included: RESPONSIVE RESULTS-ORIENTED TRUST-BUILDERS ACCOUNTABLE
• The community and internal stakeholder outreach (survey/interviews) component of the Berkshire proposal will be outsourced to a firm (ETC Institute) specializing in the field, assuring a better sampling methodology for establishing a PD performance perception baseline, which will be a key factor in steering certain recommendations related to departmental direction and needs. The other finalists' outreach methodologies were not nearly as comprehensive and lacked cohesion.
• Berkshire's proposal seemed best tailored to the City's expressed requirements and deliverables, resulting in a model which can be updated and repeated for future years without necessity of outside assistance.
• Berkshire's proposal will include a thorough review of PD service areas to identify those which may be suitable for civilian employee deployment. Berkshire has had significant and long-term experience in police department studies of similar department and municipal populations, geography and demographics.
• Berkshire's proposal was wider in scope and encompassed review of more community and departmental variables than the others, and presentation team reflected their corporate objective of working with the variables in building the subsequent model, rather than applying a "canned" approach to the study.
For the reasons discussed herein, an award recommendation to Berkshire Advisors will be brought before City Council on January 11, 2016. Please advise if I can provide additional information prior to the meeting. RESPONSIVE RESULTS-ORIENTED TRUST-BUILDERS ACCOUNTABLE
Memo
To : Clay Pearson, City Manager; Jon Branson, Deputy City Manager
From: Vance L. Riley, Fire Chief i)~,e_,
Date: 29 January 2016
Re : Fire Department Staffing Utilization Study
Recently, Council awarded a bid for a staffing utilization study fo r the Police Department. The bid came in under budget projections. Our original request for a Fire Department staffing study was delayed until FY2017. Now with the remaining funds from the PD staffing study allocation it may be possible to complete most or all of the Fire Department staffing study in FY2016.
We are preparing an RFP that will have 3 options:
1. Standards of Cove rage Study
2. Staffing Utilization Study
3. Hybrid Standards of Coverage/Staffing Utilization Study
It is important that we first prepare and understand a standard of coverage before we know our staffing needs and the best way to deploy them. Standard of coverage is simply: what have we got (types of businesses, residences and target hazards) in Pearland and how to we want to cover (use resources to protect) it . The diagram below is a simple illustration of the process:
Standards of Coverage Process
Existing (Proposed) Deployment
Distribution and Evaluation Concentration Policy Choices
Above ch art is from Co mmission on Fi re Accreditation Intern ational
The standards of coverage is key component of future plans to become an internationally accredited Fire Department so it will se rve that purpose as well as being a key component of a staffing study. This RFP will give us the option of separate Standards of Cover and Staffing Utilization Reports and if not, RESPONSIVE RESULTS-ORIENTED TRUST-BUILDERS ACCOUNTABLE
then a Hybrid is also an acceptable option. It is also possible that we may need to do the Standards of Cover in FY2016 and the Staffing Utilization study in FY2017 though we are optimistic we can get most of the studies done in FY2016. With the new stations and hospitals, there are enough fixed knowns that we can work with outside expertise to establish standards of coverage specific to Pearland .
The standards of coverage is designed primarily for emergency response but will also touch on fire prevention, emergency management and code enforcement. The staffing study will fully include fire prevention, emergency management and code enforcement staffing.
We are currently preparing the RFP and will be using some of the members of the PD staffing study team as well as FD members to prepare the final version as well as review the RFPs after they are received. We will have the choice of selecting a Standards of Coverage and Staffing Utilization Study, or a Hybrid of both, depending upon costs and proposals, etc. Once we have those proposals, we can evaluate and make decisions on moving forward and not delaying this process.
If you have any questions, please do not hesitate to contact us. Thank you for your time and consideration. Folsom (Sacramento), CA Management Consultants
Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
City of Pearland, TX
June 28, 2016
2250 East Bidwell St., Ste #100 Folsom, CA 95630 (916) 458-5100 Fax: (916) 983-2090 [email protected]
June 28, 2016
Young Lorfing, TRMC, City Secretary Office of the City Secretary, Suite 262 City of Pearland 3519 Liberty Drive Pearland, Texas 77581 EXECUTIVE SUMMARY
RE: PROPOSAL TO PERFORM A FIRE DEPARTMENT STANDARDS OF COVER AND STAFFING UTILIZATION STUDY FOR THE CITY OF PEARLAND, TEXAS
Dear Mr. Lorfing:
Citygate Associates, LLC is pleased to present our proposal to the City of Pearland to perform a Fire Department Standards of Cover and Staffing Utilization Study. This introductory letter explains why Citygate is one of the most experienced and reliable fire deployment and operations consultancies in the U.S.
SUMMARY OF EXPERIENCE
A Standards of Response Coverage (SOC), or deployment study, is the multi-step process used to determine fire station locations and crew/apparatus staffing to meet the unique needs of a community. Chief Stewart Gary, our Public Safety Principal, literally “wrote the book” on SOC studies. He was the lead author on the 2nd and 4th editions of the official manual for Standards of Response Coverage by the Commission on Fire Accreditation International (CFAI). We have an extensive background in fire and emergency services consulting, specifically in fire department deployment, staffing and headquarters assessments, and financial analysis/strategies. Over the last 15 years, Chief Stewart Gary and his team of subject matter experts have performed over 280 fire services studies across the U.S. Citygate has fire services deployment experience in states across the U.S., such as Texas, New Mexico, Oklahoma, Arizona, Utah, California, Minnesota, New York, Ohio, Iowa, Oregon, Idaho, and Washington. We are very familiar with fire and EMS services delivery in Texas. We recently began a review of marine firefighting risk and response assets for the Port of Corpus Christi. Previously, we conducted a Standards of Cover study for the City of Georgetown, TX that involved determining fire station staffing infrastructure triggers for additional resources and determining financing strategies and order-of-magnitude costs for additional stations. We also conducted a Fire Master Plan and Standards of Coverage study for the Travis County Emergency Mr. Lorfing June 28, 2016 Page 2
Services District #6, which provided a long-range plan to address fire services at planned build out of the community. This resulted in planning the location of two additional fire stations and a centrally-located training facility. Citygate has broad experience with the service delivery challenges across numerous fact patterns and regulatory environments. Also, in recent years, Citygate has executed many of the largest fire service studies we know of, including the counties of San Diego (57 agencies) and El Dorado (14 agencies), the cities of San Diego, San Jose, Oakland, Stockton, San Bernardino, Pasadena, the Sacramento Metropolitan Fire District, and the Ports of Long Beach and Los Angeles. As the City of Pearland will learn from our references, Citygate has an outstanding track record with our clients. We strongly encourage the City to call our key project references—they are golden. As the County of San Diego former CAO stated: “We work with consultants, obviously, all the time, but the work that Citygate did on this report is some of the best I’ve seen in my tenure here.” (Watch the video clip at this link: www.citygateassociates.com/sdcountyvideo) This is not an isolated comment by one client, rather it is the rule. Time after time our clients say at the end of public presentations, “this was the best report/study on fire services we have ever received and now we finally understand the issues and choices…” Our studies have always been accepted by both labor and management as being an accurate representation of the factual issues and policy choices available within best practices and local resources.
CITYGATE ASSOCIATES KEY STRENGTHS
The City is not hiring a “firm,” but rather professional individuals who have qualifications matching the client’s unique needs. Our team members are the practice specialists in their fields; the City is not going to work with less skilled, entry- or mid-level consultants. Citygate’s team also has the diversity of experience to deal with all of the elements necessary in this project. Citygate’s Public Safety Principal and Project Director, Stewart Gary, was the lead author on the 2nd through 4th Editions manual for Standards of Response Cover systems approach to deployment for the Commission on Fire Accreditation International. Chief Gary has developed this material, taught it, and used it in consulting across the U.S. and Canada for fourteen years. Chief Gary will be assisted by Chief Robert Meyer, who is an Accreditation Peer Team leader for a decade, and has a wealth of staffing and headquarters services and risk assessment expertise, both in assessment and implementation. Citygate and Chief Gary have also developed a fire deployment study team that consists of the best, most experienced GIS and statistical analysts on Standards of Response Cover methods to be found in the United States today. For over ten years Citygate has partnered exclusively with The Omega Group (geographic mapping) and Animated Data, Inc. (producer of the StatsFD™ statistical analysis tool). Citygate is an independent company, and is not co-owned or under the control of any professional or standards-setting organization in fire services or government management. We
Mr. Lorfing June 28, 2016 Page 3 believe this makes Citygate increasingly unique and, as such, allows us to provide the most neutral, best practices advice available fitting your local needs. * * * Citygate acknowledges that it has sought out and received all addenda related to this RFP published on the City’s website. Citygate has detailed minor deviations from the City’s requested Scope of Work in Section III of our proposal. As President of the firm, I am authorized to execute a binding contract on behalf of Citygate Associates, LLC. Please feel free to contact me at our headquarters office, located in Folsom, California at (916) 458-5100, extension 101 or via e-mail at [email protected] if you wish further information. Sincerely,
David C. DeRoos, MPA, CMC President cc: Project Team
City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
TABLE OF CONTENTS Section Page
Executive Summary ...... Precedes Table of Contents
Part I—Business Organization ...... 1 I.1 Citygate Associates Firm Information ...... 1 I.2 Business Organization ...... 1
Part II—Project Concept and Solution ...... 2 II.1 Overview of Project Concept ...... 2 II.2 Review Scope of Work—Our Solution ...... 3 II.2.1 Standards of Cover Study ...... 4 II.2.2 Staffing Utilization Study ...... 7 II.3 Citygate Review Technical Components ...... 8
Part III—Project Plan ...... 9 III.1 Project Plan Summary...... 9 III.2 Work Plan Task Sequence ...... 9 III.3 Final Report Components ...... 16 III.4 Study Components With Which the Department Must Assist...... 17 III.5 Project Schedule...... 17 III.6 Meeting Schedule...... 18 III.7 Work Product Samples ...... 18 III.7.1 Congested vs. Non-congested Travel ...... 19 III.7.2 Unit-Hour Utilization ...... 20 III.7.3 Response Time by Volume ...... 21 III.8 Progress Payments ...... 21 III.9 Required Statement ...... 22
Part IV—Project Management Structure ...... 23
Part V—Prior Experience ...... 24 V.1 Citygate Associates Project Experience ...... 24
Table of Contents page i City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
V.2 Citygate’s Public Safety Specialization and Honors ...... 24 V.3 Similar Completed Engagements ...... 25 V.4 Citygate Client Summary ...... 34
Part VI—Personnel ...... 40 VI.1 Citygate’s Project Team ...... 40 VI.2 Necessary Project Team Skills...... 40 VI.3 Project Team / Project Roles...... 41
Part VII—Non-Collusion and Non Conflict of Interest ...... 44
Part VIII—Proposal Acceptance Period ...... 45
Part IX—Authorized Negotiator ...... 46
Part X—Cost Proposal ...... 47 X.1 Proposal Costs ...... 47 X.1.1 Hourly Rates ...... 47 X.1.2 Billing Schedule ...... 47
Appendices Appendix A Code of Ethics
Appendix B Project Team Resumes Stewart W. Gary, MPA ...... 1 Robert Meyer, CEM, CFO, EFO ...... 7 Michael D. Fay...... 10 David C. DeRoos, MPA, CMC ...... 11 Appendix C Non-Collusion and Non Conflict of Interest Forms
Appendix D Other Required Forms and Information (Including References, Supplier Information, Contractor Questionnaire, Insurance Requirements & Agreement, and Addendum 1)
Table of Contents page ii City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART I—BUSINESS ORGANIZATION
I.1 CITYGATE ASSOCIATES FIRM INFORMATION
Citygate Associates, LLC, founded in 1990 and “We work with consultants, located in Folsom, California, is dedicated to assisting obviously, all the time, but the public sector agencies to improve services. Citygate’s Public Safety Services practice area specializes in work that Citygate did on this Fire/EMS deployment and station location analyses, report is some of the best I’ve master and strategic plans, fiscal studies, consolidation seen in my tenure here.” feasibility analyses, organizational efficiency studies, -Former San Diego County CAO risk assessment studies, performance audits, staffing studies, and GIS for cities, counties, and districts throughout the United States.
I.2 BUSINESS ORGANIZATION
Citygate Associates, LLC 2250 East Bidwell Street, Suite 100 Folsom, CA 95630 Citygate Associates, LLC is solely owned and operated, and is not a subsidiary or subordinate of any organization. Citygate is fully licensed and incorporated in the state of California.
Part I—Business Organization page 1 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART II—PROJECT CONCEPT AND SOLUTION
II.1 OVERVIEW OF PROJECT CONCEPT
Citygate’s Work Plan to provide a comprehensive fire department Standards of Chief Gary and his team of Cover and Staffing Utilization Study is needed subject matter experts have to help determine how to best staff and equip performed fire deployment and the Department in order to meet its mission in light of rapid and anticipated continued growth. station location studies for over Citygate understands that the Department 120 agencies; his deployment requires a performance review of the current studies have served over 14.5 delivery of all Fire Department services, as well million residents. as recommendations to ensure service delivery meets current best practices. As such, our Work Plan addresses all facets of fire and non-fire operations, including, but not limited to, Fire/EMS operations, investigations, emergency management, community outreach, and code enforcement. This study is specifically designed to analyze the City’s current budgeted resource capacity, the utilization and allocation of those resources, and will provide recommendations for resource utility to assure the City has the right resources performing the right services to ensure the City’s strategic objective of providing a safe community for its residents.
Citygate’s objectives for this study match those of the City. In executing this important analysis, Citygate will: Assess community fire and non-fire risk. Define baseline emergency response performance standards. Plan future station locations. Determine apparatus and staffing patterns. Evaluate workload and ideal unit utilization. Measure service delivery performance. Support strategic planning and policy development relative to resource procurement and allocation.
Part II—Project Concept and Solution page 2 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
To achieve these objectives, Citygate will: Review current Fire Department demands, including calls for service, day and time of calls, response times, and geographic distribution of incidents.
Review Department resources to include fire stations, apparatus, administrative and training facilities.
Provide recommendations on improvements to Department shifts, assignments, etc., which will maximize efficiency and effectiveness.
Conduct a community risk assessment. Conduct critical task analysis for Fire and EMS incidents. Conduct a distribution study to evaluate type and number of resources placed throughout response area.
Conduct a concentration study to determine resources needed in relationship to community risks.
Develop performance measures and service level objectives. Review current demands for administrative staff to include Chief Officers, training, logistics, administrative support, and Human Resources functions.
Review supervisory workloads and span of control and make recommendations for supervisor staffing within the Department.
Gather information on local community expectations regarding perceptions of fire safety, emergency medical response, health, and sanitation issues.
Recommend a methodology for the calculation of Fire Department staffing needs that can be updated and replicated by city and Fire Department staff in the future.
Provide recommendations regarding three to five year staffing projections based on community and Fire Department goals.
Take into account the Pearland Fire Department Strategic Plan.
II.2 REVIEW SCOPE OF WORK—OUR SOLUTION
Citygate has prepared a hybrid SOC/staffing utilization study that accomplishes all the tasks and objectives the City has identified in its RFP. We believe there is significant merit in performing both the SOC and staffing utilization study together because the Fire Department headquarters team supports the deployment response. Similarly, evaluating the deployment staffing and response time effectiveness helps determine the headquarters program staffing and service needs.
Part II—Project Concept and Solution page 3 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Based on our experience conducting nearly 300 fire studies, most of which have included an SOC or staffing utilization study (or both), we believe this provides the City with the most clear, responsive, and cost-effective approach.
II.2.1 Standards of Cover Study Citygate will conduct our Standards of Cover Study in conjunction with the Staffing Utilization Study. Citygate’s Standards of Cover study will:
Using Commission for Fire Accreditation International (CFAI-CPSE) best practices, conduct a resource deployment, Standard of Cover analysis with geographic mapping and incident response statistics for all types of emergency response services from dispatch and fire incident data reporting systems.
Citygate will use fire department analysis geo-mapping software to analyze current and future fire station locations by driving time.
Citygate will use an incident response time analysis program called StatsFD™ (formerly NFIRS 5 Alive™) to review the statistics of actual historical performance.
Utilize National Fire Protection Agency (NFPA), Insurance Services Office (ISO), and CFAI criteria as needed and, importantly, our experience across a large number of agencies. SOC Methodology The study will use the following eight elements in the Standards of Response Coverage process. These elements address each requested component of the Standards of Cover Study described in the RFP, except items 1.c.h-1.c.k, which will be included in our staffing utilization analysis.
1. Existing deployment – each agency has something in place today. The Citygate team will understand existing deployment strategies and performance measures. Our review will evaluate the history of the delivery system, points of service delivery, the resources deployed, staffing, and capabilities.
This study will provide the City with updated response performance goals from which it can adjust, if needed, the quantity, staffing, and location of fire stations with a clear understanding of the cost of changes.
While this is not a study of fire departments adjacent to the City, the study will consider the impacts of the City’s existing or potential mutual aid agreements on its needs.
Part II—Project Concept and Solution page 4 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
We will review the following deployment-related services provided by the Department: a. Fire b. Emergency medical services c. Rescue d. Hazardous materials e. Wildland f. Swift/still water rescue g. Service Calls
2. Community outcome expectations – what is expected of the response agency? Citygate will update the City’s expectations for fire, EMS, and special hazard responses.
3. Community risk assessment – what assets are at risk in the community? Citygate will determine an all-hazard risk assessment for the community, at a zone level, using community zoning information, Insurance Service Office (ISO) building risk information, occupancy data, hazard mitigation planning, population demographics, and planned growth plans.
We will assess risk in relation to Fire and EMS response and the consequences to life safety/economic impact if risks are not mitigated. We will also assess: a. Geospatial characteristics of risk area. b. Physical assets protected. c. Demographics. d. Topography. e. Transportation network. f. Development and population growth. g. Calls for service: types, locations, frequency, probability.
h. Personnel resources: Critical task analysis, specialty training requirements, staffing.
Part II—Project Concept and Solution page 5 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
To appropriately set risk expectations, we will compare risk to similar fire and EMS organizations and industry best practices.
4. Distribution study – the locating of first-due resources (typically engines). Citygate will use the FireViewTM software GIS mapping tool to study the effectiveness of existing station locations to understand the existing deployment system performance and test proposed service measures by risk types in different zones for first-due, all-risk units. This analysis will evaluate the ability of first-due resources to minimize and terminate average, routine emergencies.
5. Concentration study – first alarm assignment or effective response force studies. We will assess the arrangement of multiple resource spacing to determine how an effective response force can be assembled at the scene within the adopted public policy time frames. We will assess whether the initial effective response force can prevent escalation of the emergency for the risk posed.
6. Historical reliability – is there a multiple call frequency issue (call stacking) problem?
Citygate will analyze incident data to determine if multiple calls are affecting performance. This work will be done with our StatsFDTM software tool.
We will assess the Department’s ability to meet performance expectations even if resources are committed on an existing incident.
7. Historical response effectiveness studies – what percent of compliance does the existing system deliver?
8. Overall evaluation with updated Standard of Cover statements by risk type, as needed.
Citygate will advise on a revised Standard of Cover set of policies. Citygate will identify changes in deployment, if desirable, along with likely timing.
The recommended performance goals will be consistent with national guidelines from the National Fire Protection Association (NFPA), the Commission on Fire Accreditation International (CFAI-CPSE), and the Insurance Services Office (ISO).
Part II—Project Concept and Solution page 6 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
II.2.2 Staffing Utilization Study In conjunction with our Standards of Cover Study, we will assess the Department’s staffing utilization. We utilize the Commission for Fire Accreditation International (CFAI-CPSE) 9th Edition Fire Emergency Service Self-Assessment Manual (FESSAM) as a basis for recommendations for staffing and administrative support functions. Citygate routinely performs fiscal, organization, operational, and staffing analyses. Elements traditionally completed in a Standards of Cover Study, such as a community hazard analysis or a distribution/concentration/reliability study, will not be included in our stand-alone staffing utilization analysis. However, as indicated, we are willing to modify our proposed approach and cost as needed to achieve the precise needs and expectations of the City.
Our assessment will include, but will not be limited to: Fire/EMS operations Fire inspections and fire code enforcement Fire and arson investigation Plan reviews Community education and outreach Health and safety code enforcement Training Logistics and fleet maintenance Administration Emergency management Organizational design, including: a. History of delivery system b. Staffing c. Capabilities d. Governance e. Budget, funding sources, financial resources. For each of the listed functions, Citygate will assess: Staffing levels and deployment Organizational structure
Part II—Project Concept and Solution page 7 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Workload Scheduling Accountability Position quantities Redundancy and overlap of responsibilities. Citygate will also assess and make recommendations regarding leave management, overtime management, recruiting and retention, scheduling, and planning.
II.3 CITYGATE REVIEW TECHNICAL COMPONENTS
In addition to the customary techniques of reviewing agency documents and conducting stakeholder listening interviews, Citygate will:
For the Standards of Cover Study: Utilize advanced GIS mapping tools for response time coverage models using The Omega Group to prepare analysis maps of the Department’s deployment situation. Apply advanced visualization of incident statistics demand in StatsFD™ and Google Earth, which no other company can offer. We use an incident response time analysis program called StatsFD™ to review the statistics of prior incident performance. The results will be plotted not only on graphs and charts, but “live” using 3D tools over Google Earth images. For the Staffing Utilization Analysis: Assess Fire Department member perceptions and expectations of Fire Services – issue SWOT questionnaires to employees (Strengths, Weaknesses, Opportunities & Threats) and as appropriate, other agency employees that interact with the Fire Department to listen to what the perceptions of the Department are and how it is or is not meeting needs. Use the Commission on Fire Accreditation International self-assessment criteria and National Fire Protection Association Standard 1201, Standard for Providing Emergency Services to the Public as performance indicators and other State of Texas and NFPA standards as the basis for evaluating non-response-related services, such as fire prevention, training, and administration. The study will identify the current workload, staffing, and facilities, and compare these current services to current and forecasted workloads in the Department.
Part II—Project Concept and Solution page 8 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART III—PROJECT PLAN
III.1 PROJECT PLAN SUMMARY
We applaud the City’s effort to ensure the study objectives are met and in the best interest of its desire to provide a safe community. Citygate routinely performs SOCs, staffing studies, and hybrid studies including both. A summary of our major tasks for this project follows:
Combined Hybrid Study Work Plan Overview
Task 1: Initiate and Manage the Project Task 2: Standards of Response Cover (Deployment) Review of the Fire and Emergency Medical Services Delivery System Task 3: Stakeholder Meetings and Documentation Review to Analyze Staffing Utilization Task 4: Conduct a Mid-Project Review Task 5: Forecast Resource Needs; Conduct Final Service Delivery Models and Prepare Integrated Draft Report Task 6: Prepare and Deliver the Final Report with Executive Summary, Recommendations, and Costs
III.2 WORK PLAN TASK SEQUENCE
Our Work Plan is comprised of six (6) tasks and is detailed throughout this section. We intend to review our Work Plan and schedule with the Department project team prior to beginning work. After obtaining additional input, we will finalize our Work Plan and the accompanying schedule. Citygate’s Work Plan has been developed consistent with our Project Team member’s experience in public management and fire administration. We utilize various National Fire Protection Association (NFPA) publications as best practice guidelines, the Insurance Service Office (ISO), along with the self-assessment criteria of the Commission on Fire Accreditation International. We do not use simple, nor one-size-fits-all measures. We will also ensure that local and regional guidelines are included in our analysis.
Task 1: Initiate and Manage the Project
Subtasks Develop detailed Work Plan schedule for the project. We will develop a detailed work schedule and final project schedule for the project. These tools will assist both the consultants and Department staff to monitor the progress of the study.
Part III—Project Plan page 9 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Meet with Department staff representatives to initiate study. A key to a successful consulting engagement is a mutual understanding of the project’s scope and objectives. The senior members of our team will meet with the Department representatives to correlate our understandings of the study’s scope, and ensure that our Work Plan and project schedule are mutually agreeable. In our experience, this early effort to clearly define expectations, roles, and lines of communications results in a better focus on substantive issues as the engagement progresses. Obtain and review City/Department documentation.
We will develop and submit a list of all documents relevant to this project, including the City’s General Plan, growth forecasts, any appropriate prior studies, Fire Department documentation including (as available) dispatch data, fleet inventory, facility condition assessments, current personnel, equipment, other operating costs, and a myriad of other information. Once we receive the requested documentation from the Department, we will review it prior to conducting our interviews in the following subtask. We have found that reviewing this information prior to our interviews improves the effectiveness and value of the interviews we conduct because it results in more specific questions and more definitive information.
Interview Department leadership and Fire Chief.
To enhance our understanding of the issues at stake, we will meet with, as appropriate and if directed, the City Council members and Fire Chief, as well as members of the City staffs who frequently interact with or have an interdependent relationship with the Fire Department.
Interview Fire Department staff. To enhance our understanding of the issues at stake, we will meet with, as appropriate and directed, the members of the Department.
Meetings There will be one on-site trip of two days for two Citygate team members during this task to kick-off the project, establish relationships, conduct stakeholder interviews, and set the information gathering into agreement and motion. Chief Gary will facilitate City Hall and community stakeholder interviews, as well as gain a greater understanding of field deployment needs. Chief Meyer will conduct headquarters personnel interviews, including fire prevention and code enforcement. He will also work with fire management staff on the risk assessment portion of the project.
Part III—Project Plan page 10 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Written Deliverables Citygate will prepare and present a document request list prior to the first on-site meetings, and will deliver a final, mutually-accepted project schedule.
Task 2: Standards of Response Cover (Deployment) Review of the Fire and Emergency Medical Services Delivery System
Subtasks Conduct a complete Standards of Response Cover (SOC) study to include all items described in Section II.2.1 of this proposal. This review will consider existing station locations, using geographic mapping and prior incident response statistics to measure the effectiveness to desired goals of the current deployment plan.
The SOC review will begin with a risk assessment of values at risk in the City to be protected. This assessment will include zoning, population demographics, Insurance Service Office (ISO) commercial building inventory information and target hazards identified by the Fire Department, to name a few.
Chief Gary will conduct the deployment review, with the assistance of Michael Fay (Statistical Specialist) and The Omega Group (GIS Specialist). Chief Meyer will assist with the risk assessment component.
Citygate strongly encourages the Department to focus on the value of this step as a “study within the study.” Citygate submits that a full GIS and statistical review of its deployment system will provide a solid foundation for the staffing utilization analysis steps. The headquarters team size must fit the needs of the total number of fire station personnel who need training, management, and logistical support.
When this step is complete, the findings and recommendations will be integrated into the Draft and Final SOC and Staffing Utilization Analysis documents which is presented in Tasks 5 and 6. Citygate will consider any results of Task 2, such as a need for increased or re-located stations that might influence Task 3.
Essential to Citygate’s analysis will be the use of geographic mapping and statistical software programs. Details of the two software programs utilized in this study are described below.
Part III—Project Plan page 11 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
FireView Desktop The Omega Group provides precision data and response modeling services with Citygate for GIS-based analysis of department, station, unit coverage, and gaps in service. For over 15 years, The Omega Group has developed and applied response modeling techniques using GIS for fire departments across the US, to become the foremost authority in GIS-based response modeling services. The Omega Group’s FireView program enables understanding NFPA Standard 1710 compliance and ISO audits, as well as Standards of Cover, through the use of numerous data mining tools. The solution can be used to locate new stations, redistribute response areas, analyze station coverage, determine first-due areas, and run orders to better serve the City.
Features: Determine the estimated response zones and incident coverage by drive time or distance, calibrated to prior Pearland fire unit travel times.
Investigate fire/EMS calls for service within any response area near, or at, an address or landmark such as an assisted living complex or retirement home.
Query for incident activity by multiple categories such as call type, location type, unit, response time, date, or time in order to assess existing deployment strategies.
Create density, hot-spot, and repeat calls maps to help isolate problem areas. Analyze response patterns.
Pinpoint the number of stations able to respond within a specific response time at any location.
Optimize the response capabilities of fire/EMS stations. Depict the average response time or total calls per hour graphically. StatsFD Using standard NFIRS 5 datasets, StatsFD quickly performs diagnostic analysis of dispatch and incident computer records. What sets StatsFD apart is not just producing graphs or tables, but its ability to model “animated over time” data to see trends over a measurement period, or to produce 3D workload models over Google Earth images of a service area. These visualizations help the analyst understand complicated data relationships while also providing elected officials with easy-to-grasp deployment explanations.
Part III—Project Plan page 12 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Meetings There will be one on-site day by Chief Meyer to complete, in person, the stakeholder listening started in Task 1, and to further follow up on the specialty risks and the headquarters services programs.
Written Deliverables No written deliverables are scheduled for this task.
Task 3: Stakeholder Meetings and Documentation Review to Analyze Staffing Utilization
Subtasks Conduct a complete Staffing Utilization Study to include all items described in Section II.2.2 of this proposal. Across the two on-site trips in Tasks 1 & 2, and during follow-up phone interviews, Citygate will interview Department personnel and allied stakeholders to analyze staffing utilization in the Department, as well as outside stakeholder expectations.
We will request considerable departmental documents and data measurement records from the Department to enable an in-depth understanding of current division or bureau staffing, workloads, costs, and needs.
We will review Department area growth information and project future expectations on the Department support services.
Citygate will use focused interviews of City and Fire Department members to compare the records-based review with the perceptions of the actual workforce.
We will issue SWOT questionnaires (Strengths, Weaknesses, Opportunities, and Threats) to gain feedback on specific program areas.
Once the staffing utilization analysis is completed, Citygate will then combine the administrative bureau performance capacities with the field deployment review to build integrated findings, recommendations, and implementation costs.
Meetings Site meetings are in Tasks 1 & 2. Follow-up interviews in this task are by phone and/or Skype video conference.
Part III—Project Plan page 13 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Written Deliverables Draft and delivery of our preliminary findings and opinions.
Task 4: Conduct a Mid-Project Review
Subtasks Conduct mid-project review with Fire and City Executive Management. With most past engagements we have found it profitable, upon the completion of the initial SOC and staffing utilization analysis work, to conduct a mid-project review before writing the Draft Report. The purpose of this review is to meet with the client and principal staff to review the conclusions and tentative recommendations coming out of these two studies. This will also be an opportunity for the Department and consultant to perform fact-checks and make any mid-course corrections before additional work occurs.
Citygate will prepare an in-depth PowerPoint briefing to include our initial observations, findings, and proposed recommendations. This briefing will include all supporting exhibits such as maps and statistics exhibits. Three such sample visual exhibits as presented in Section III.7.
Chief Meyer will brief the City’s leadership team on-site and Chief Gary will attend via conference call regarding our working opinions.
Meetings There will be one on-site meeting with Chief Meyer to review the project’s initial findings.
Written Deliverables For the mid-project review, Citygate will present a draft Incident Statistics document, a draft Map Atlas document, as well as a PowerPoint presentation. This will also be an opportunity for the Department and consultant team to perform fact-checks and make any mid-course corrections before the Draft Report is written.
Part III—Project Plan page 14 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Task 5: Forecast Resource Needs; Conduct Final Service Delivery Models and Prepare Integrated Draft Report
Subtasks The entire Citygate team will prepare a comprehensive long-range SOC and Staffing Utilization Draft Report in several volumes (main report, statistical appendix, and map atlas). In the SOC and Staffing Utilization Draft Report, we will:
Summarize the strengths of the Department and opportunities for improvement.
Present a review of how our approach and analyses were conducted. Describe major findings by departmental service delivery area. Present an explanation of improvements we identified, and our integrated recommendations for their resolution in order to improve operations.
Describe a methodology for monitoring implementation status. Upon completion of the SOC and Staffing Utilization Draft Report, an electronic version in MS-Word will be sent to the Department project manager for comments using the “track changes” and “insert comments” tools in Word. Our normal practice is to review a draft of our report with management personnel to ensure that the factual basis for our recommendations is correct and to allow time for a thorough review. In addition, we take time to discuss any areas that require further clarification or amplification. It is during this time that understandings beyond the written text can be communicated.
Meetings We will schedule a teleconference meeting with the Department leadership to discuss and fact- check the SOC and Staffing Utilization Draft Report, answer any questions, and agree on elements for the Final Report. Chiefs Gary and Meyer will conduct this meeting.
Written Deliverables Citygate will deliver the full Draft Report for the SOC and Staffing Utilization Study.
Part III—Project Plan page 15 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Task 6: Prepare and Deliver the Final Report with Executive Summary, Recommendations, and Costs
Subtasks The process of Final Report preparation is an important one. Implicit in this process is the need for a sound understanding of how our review was conducted, what issues were identified, why our recommendations were made, and how implementation should be accomplished.
Prepare Final Report and oral presentation.
Based on the results of our Draft Report review process, we will then prepare an Executive Summary and a Final Report to the City Council, City Administration, and Fire Department. Chief Gary will make an oral presentation using a PowerPoint presentation to the Fire Department, City Administration, and/or City Council as and if directed.
Meetings There will be one on-site trip to make an oral presentation of the Final Report to the City Council or a group of the Department’s choosing. Chief Gary will conduct this presentation.
Deliverables Citygate will deliver the full Final Report for the SOC and Staffing Utilization Study.
III.3 FINAL REPORT COMPONENTS
Citygate’s combined, multi-volume SOC and Staffing Utilization Final Report will include:
1. An analysis of the efficiency of the current deployment scheme of resources and its Department’s fire stations. 2. An analysis of the Fire Department’s ability to meet the listed standards. 3. If required, recommendations for changes in fire deployment methods to meet the current needs of the Department and to optimize service delivery.
4. A comprehensive analysis of current Department services and staffing in the support bureau areas such as administration, training, fleet management, communications, emergency services, prevention and public education, and EMS will be delivered.
Part III—Project Plan page 16 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
5. The staffing utilization analysis will be combined with a forecast of future demands into a multi-year staffing and services plan. 6. Provision of supporting data and rationale for all recommendations. 7. Provision of supporting statistics and other visual data to fully illustrate the current situation and consultant recommendations. This information shall be provided in both hard copy format and computerized format with accompanying Microsoft PowerPoint presentation.
III.4 STUDY COMPONENTS WITH WHICH THE DEPARTMENT MUST ASSIST
The Department is in the best position, and has the best capability, to provide most, if not all, of the internal data needed to complete the scope of work required for this project. Therefore, Citygate anticipates that the Department will assist with this project by:
Providing electronic incident response data in a format requested by Citygate. Returning SWOT (Strengths, Weaknesses, Opportunities, & Threats) forms provided by Citygate for the various non-operational functions in a timely manner to keep the project on schedule.
Via a document request questionnaire issued by Citygate, submitting existing Department documents describing its organization, services, budgets, expenses and performance measures, if any. This questionnaire is extensive, and will require each Department Division manager to produce existing documents about their operations, including workload measures and demand forecasts as available. Most Division managers and or members need approximately 4-8 hours to complete this work. This has the most intensive impact on departmental personnel to the entire project, other than on-site meeting time and draft report fact checking.
Providing other Department data as requested by Citygate.
III.5 PROJECT SCHEDULE
Citygate anticipates this project will span six months. Citygate is available to start the project immediately upon the award of a contract. A Work Plan schedule is presented below:
Part III—Project Plan page 17 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Work Plan Timeline—Hybrid SOC and Staffing Utilization Analysis
Task Month 1 Month 2 Month 3 Month 4 Month 5 Month 6
1: Initiate and Manage Project 1 2 3 3 3 3 3 2: Standards of Cover Deployment Study 4 3: Staffing Utilization Analysis 5
4: Mid-project Review 6 5: Forecasting and Draft Report 7 6: Prepare and Deliver Final Report 8
On-site meeting 1. Issue Document Request 2. Project Kick-Off & Interviews 3. Monthly Status Report 4. Conduct In-Depth Interviews 5. Issue SWOT Survey 6. Conduct Mid-Project Briefing (Deliverable) 7. Submit Draft Report (Deliverable) 8. Submit and Present Final Report
III.6 MEETING SCHEDULE
Task 1 – Two days; two Citygate staff Task 2 – One day; one Citygate staff Task 4 – One day; one Citygate staff Task 6 – One day; one Citygate staff Total – Five on-site days; seven person days
III.7 WORK PRODUCT SAMPLES
The following are real work samples from Citygate reports that demonstrate some of the unique capabilities we can offer to the City as part of our analyses.
Part III—Project Plan page 18 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
III.7.1 Congested vs. Non-congested Travel Citygate Associates is the first consultancy in the United States to utilize traffic congestion data from which to model rush-hour impacted fire apparatus travel times. This is the same data used on the internet to display traffic congestion by coloring road networks either green, yellow, or red. If utilized, this capability launches the City to the leading edge of public safety service delivery. Few service providers in the country have utilized this level of detail to understand response time challenges in delivering a desired service level to their residents, employers, and visitors. This option has been proposed in our approach for the City of Pearland at additional cost if requested by the City.
Figure 1—Congested Vs. Non-Congested Travel
Part III—Project Plan page 19 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
III.7.2 Unit-Hour Utilization If your units are over utilized, they are increasingly subject to reduced response availability. Citygate always provides detailed information regarding the utilization of each public safety unit by the hour of the day. Table 1—City of Orange Unit-Hour Utilization
Hour R5 R3 R4 E1 E5 E3 E4 E6 E2 T1 T8 E7
00:00 18.37% 11.51% 13.90% 7.81% 10.26% 11.19% 6.81% 4.72% 5.31% 1.97% 2.08% 4.82% 01:00 12.25% 12.47% 10.32% 5.28% 5.66% 6.24% 5.11% 4.21% 5.19% 1.72% 1.14% 1.61% 02:00 12.77% 10.43% 9.50% 4.73% 4.03% 5.13% 5.28% 5.22% 4.63% 2.72% 1.48% 1.56% 03:00 8.72% 6.50% 9.33% 3.89% 2.54% 3.85% 4.34% 2.89% 3.40% 1.04% 1.28% 0.90% 04:00 10.60% 7.30% 6.28% 4.03% 3.50% 4.20% 4.54% 3.65% 2.84% 1.34% 0.57% 1.26% 05:00 11.44% 9.55% 10.53% 5.89% 4.71% 5.11% 5.17% 4.21% 3.46% 2.08% 0.94% 1.09% 06:00 11.25% 10.21% 13.31% 6.25% 5.48% 6.18% 6.62% 1.84% 4.42% 2.50% 0.88% 1.22% 07:00 20.73% 12.66% 18.96% 7.29% 9.26% 6.40% 9.36% 7.29% 7.93% 5.63% 1.79% 3.44% 08:00 22.55% 24.98% 19.41% 9.18% 8.83% 8.07% 8.51% 8.01% 12.11% 4.18% 4.49% 3.97% 09:00 30.18% 26.65% 26.12% 12.59% 13.63% 13.12% 13.02% 8.55% 9.44% 6.12% 4.66% 3.27% 10:00 31.00% 28.00% 27.15% 16.15% 13.93% 10.53% 11.81% 10.53% 11.21% 5.25% 4.95% 4.03% 11:00 32.20% 25.13% 29.45% 14.07% 15.07% 12.26% 10.96% 9.83% 9.30% 4.47% 5.62% 11.44% 12:00 31.61% 30.99% 26.08% 15.21% 13.51% 13.85% 14.42% 8.20% 12.45% 5.33% 6.67% 5.52% 13:00 32.26% 23.78% 29.57% 16.28% 15.41% 10.91% 13.31% 11.26% 7.09% 3.74% 4.56% 5.13% 14:00 30.58% 28.49% 27.12% 15.47% 14.38% 12.62% 11.70% 13.30% 11.64% 4.17% 5.36% 5.69% 15:00 31.02% 25.84% 29.58% 13.44% 10.77% 14.28% 13.77% 11.88% 9.16% 7.58% 6.20% 5.21% 16:00 30.05% 22.41% 28.23% 15.58% 11.88% 13.38% 13.26% 11.74% 12.92% 3.65% 4.16% 5.52% 17:00 32.51% 27.15% 23.99% 15.29% 14.60% 13.00% 12.38% 12.16% 10.30% 4.33% 4.08% 4.20% 18:00 27.64% 21.69% 25.77% 14.17% 16.00% 11.40% 13.91% 9.22% 8.40% 6.50% 3.96% 4.57% 19:00 26.54% 22.25% 24.78% 12.75% 10.48% 11.45% 12.05% 11.51% 9.44% 5.26% 3.08% 3.11% 20:00 25.70% 26.02% 21.91% 13.39% 10.52% 13.17% 11.70% 9.22% 12.29% 6.54% 4.31% 3.31% 21:00 23.68% 16.74% 23.74% 9.92% 10.33% 7.31% 11.36% 12.14% 9.10% 4.29% 3.66% 1.64% 22:00 22.07% 15.22% 13.37% 9.83% 9.25% 6.22% 9.05% 7.47% 6.08% 4.16% 3.29% 2.40% 23:00 18.24% 10.56% 15.48% 7.90% 4.70% 5.77% 7.38% 6.12% 5.06% 2.21% 1.53% 2.29% Overall 23.08% 19.02% 20.16% 10.68% 9.95% 9.40% 9.83% 8.13% 8.05% 4.03% 3.36% 3.63% Responses 3,790 3,115 2,736 2,166 2,117 1,945 1,732 1,699 1,677 1,218 750 606
Part III—Project Plan page 20 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
III.7.3 Response Time by Volume Local policy choices regarding effective public safety are often difficult. When the City partners with Citygate, Department officials and residents will clearly see and understand the deployment information from which you must set policy.
Figure 2—San Jose Fire Department Response Time by Volume
III.8 PROGRESS PAYMENTS
Our policy is to bill monthly for professional fees. Our charges are based on actual time spent by our consultants at their established billing rates, plus a five percent (5%) administration charge in lieu of individual charges for copies, phone, etc. We also bill for travel expenses (at cost) incurred in the prior month’s work. Our invoices are payable within thirty (30) days. Citygate’s billing terms are net thirty (30) days plus two percent (2%) for day thirty-one (31) and two percent (2%) per month thereafter. Ten percent (10%) will be deducted from monthly payments, to be paid upon final acceptance by the City.
Part III—Project Plan page 21 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
III.9 REQUIRED STATEMENT
Citygate Associates, LLC complies with all applicable rules and regulations of Federal, State, and Local governing entities. Citygate also complies with the specifications and terms of this RFP.
Part III—Project Plan page 22 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART IV—PROJECT MANAGEMENT STRUCTURE
Citygate’s project management structure is outlined in the chart below. The roles and reporting relationships of each of these team members are described in Part VI—Personnel. Citygate is involving two subcontractors: The Omega Group for GIS modeling (FireView) and Animated Data (StatsFD) for incident statistics analysis. Citygate Associates, LLC has worked with these two subcontractors as exclusive business partners for over 10 years. Citygate will carefully manage and review all work products provided by these subcontractors and ensure that work products are delivered on time and within the hours allocated.
Project Team Organization Chart City of Pearland, TX
David C. DeRoos, MPA, CMC
Citygate President
Stewart W. Gary, MPA
Public Safety Principal
Robert Meyer, CEM, CFO, Michael D. Fay The Omega Group EFO
Fire Services Specialist Statistical Specialist Geo-Mapping Specialist
Part IV—Project Management Structure page 23 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART V—PRIOR EXPERIENCE
V.1 CITYGATE ASSOCIATES PROJECT EXPERIENCE
Citygate Associates, LLC, founded in 1990, is “We work with consultants, dedicated to assisting public sector agencies to improve services. Citygate’s Public Safety practice obviously, all the time, but the area conducts deployment and station location work that Citygate did on this analyses, staffing studies, master and strategic plans, report is some of the best I’ve consolidation feasibility analyses, organizational seen in my tenure here.” efficiency studies, risk assessment studies, performance audits, and GIS for cities, counties, and -Former San Diego County CAO districts throughout the United States.
V.2 CITYGATE’S PUBLIC SAFETY SPECIALIZATION AND HONORS
Citygate is the fire department Standards of Cover (SOC) methodology leader. Team members assigned to this project literally wrote the book on SOCs, and Citygate is the first consultancy in the nation to utilize traffic congestion data from which to model rush-hour impacted fire apparatus travel times. Citygate’s ability to help fire departments quantitatively improve service delivery is also evidenced by Citygate’s Fast Response Squad (FRS) innovation for the City of San Diego. In a situation hindered by fiscal constraints and difficult-to-serve areas, the interim approach, developed by Project Team members assigned to this project, is reported to have improved response times by 30 percent in a recent pilot program, urging the Mayor and community to expand the effective, innovative effort. Our methodology leadership is not limited to deployment; our fiscal and alternative service delivery acumen is also unparalleled. Citygate is the most relied upon firm to assist with fire department consolidation and JPA feasibility that we know of; we have conducted more than 35 such assessments. We have assessed the feasibility of a police/fire JPA, the first JPA of its kind, and Citygate’s Public Safety Principal, Chief Stewart Gary, was awarded the Helen Putnam Award of Excellent and Innovation by the League of California Cities for his successful consolidation of the Livermore and Pleasanton Fire Departments. More information regarding this prestigious honor for innovation can be found here: http://www.helenputnam.org/ In addition, Citygate’s understanding of the emerging fiscal complications in pre-hospital ambulance billing collection rates is unmatched. Citygate has been increasingly relied upon to untangle, and indeed re-write, billing and fiscal issues in government ambulance contracts due to the emerging impacts of the Patient Protection and Affordable Care Act. Counties such as
Part V—Prior Experience page 24 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Monterey, Alameda, and Contra Costa have all turned to Citygate to assist with these urgent new matters, and the California Emergency Medical Services Administrators Association asked Chief Gary to present on them. All of this means that if the City of Pearland selects Citygate for this important project, it can be confident that the service delivery findings and recommendations it receives will be thoughtful, leading-edge, and achieve quantitative results.
CITYGATE OFFERS RESULTS, NOT JUST REPORTS
City of San Diego, CA – Standards of Response Coverage Deployment Study
Project: Citygate conducted a fire service Standards of Response Coverage deployment study for the San Diego Fire Rescue Department (population over 1.25 million). The study broke new ground by determining the appropriate number of additional fire stations critically needed and then recommended 2-firefighter/paramedic-staffed Fast Response Squads for adaptive peak-hour deployment. The study independently reviewed in-depth the existing fire and emergency medical risks to be protected, the current and desirable response system to these needs, and recommended a best-fit solution to most effectively leverage the existing situation while allowing the development of an even-stronger regional response system to benefit everyone.
Outcome: The Fast Response Squad pilot program—a two-person firefighting crew stationed in the community—saw the average emergency response time in Encanto improve by 30 percent from July 1, 2014 to June 30, 2015, compared to the previous fiscal year. The average response time fell from seven minutes and 14 seconds in the 12 months prior to implementation to five minutes and five seconds with the Fast Response Squad. See more at: https://www.sandiego.gov/mayor/news/releases/20151028_ResponseTimes
Testimonials: "I am very pleased with the improved response times in Encanto because of the Fast Response Squad, it's an interim solution for difficult-to-serve areas until full engine fire stations can be put in place.” Myrtle Cole, San Diego City Council Member
"While we join the Mayor and Council in their commitment to get a full-scale fire station in Encanto and other underserved areas, response time improvements seen in Encanto clearly demonstrate that the Fast Response Squad can be an immediate asset to the community." Chief Javier Mainar, San Diego Fire-Rescue
V.3 SIMILAR COMPLETED ENGAGEMENTS
Citygate has completed many recent projects that are very similar to the deployment and staffing work requested in this study, in cities with similar populations. In fact, we have provided population and growth data for a selection of our prior experience here. Note that the growth rate in Surprise, AZ (280%) between 2000 and 2010 far exceeds that found in Pearland, TX (142%).
Part V—Prior Experience page 25 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
The Scope of Work in our SOC and Master Plan in Surprise, AZ project was very similar to that found in the City of Pearland’s RFP, as were the Scopes of Work all of our five (5) references.
Below Citygate provides a description of our previous related fire services engagements. All projects listed in this proposal featured members of the Project Team proposed for the City of Pearland. Following the description of our related studies, we provide a summary listing of other related completed fire services engagements. Some of our publicly available sample reports can be viewed here: www.citygateassociates.com/firereports. For a more detailed list of Citygate’s Fire Services projects, please visit our website at www.citygateassociates.com/fireexperience. Santa Clara, CA – Comprehensive Standards of Cover and Headquarters Staffing Adequacy Review Citygate assisted the City of Santa Clara (pop. appx. 120,245) Fire Department with a comprehensive Standards of Cover and headquarters staffing adequacy review. The efficacy and efficiency of fire and EMS service delivery models was assessed, and a forecast for headquarters staffing and services was developed. Completed in 2016. *A copy of our Final Report for this project has been included as a separately bound document with this proposal.
Contact: Bill Kelly, Fire Chief Address: 777 Benton Street, Santa Clara, CA 95050 Phone number: (408) 615-4900
Part V—Prior Experience page 26 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Menlo Park Fire Protection District, CA – Standards of Cover Assessment Update The Menlo Park Fire Protection District (pop. appx. 90,000) retained Citygate to perform a Standards of Cover Assessment for field deployment services. This study included reviewing the adequacy of the existing deployment system from the current fire station locations. This review was the first Standards of Cover Assessment to include the impact of traffic congestion on response times. Completed in 2015. Contact: Harold Schapelhouman, Fire Chief Address: 170 Middlefield Rd., Menlo Park, CA 94025 Phone number: (650) 688-8426 City of Carlsbad, CA – Fire Department Planning Study Citygate conducted a fire department planning study for the City of Carlsbad (pop. appx. 110,972). The study included an evaluation of all aspects of the Fire Department and non- deployment systems review as well as a Standards of Response Coverage planning analysis (fire station and crew deployment) with an assessment of fire station and staffing infrastructure triggers for additional resources. Completed in 2009. Contact: Michael Davis, Fire Chief Address: 2560 Orion Way, Carlsbad, CA 92010 Phone number: (760) 931-2141 City of Orange, CA – Standards of Cover Assessment
Citygate performed a Standards of Cover Study for the City of Orange Fire Department (pop. appx. 139,969). This study included a deployment review and an analysis of staffing, fire incidents, mutual aid, geographic patterns, station location, and station operations. In addition, Citygate will provided recommendations regarding deployment options. Completed in 2015.
Contact: Jack Thomas, Fire Chief Address: 176 S Grand Street, Orange, CA 92866 Phone number: (714) 288-2500
Part V—Prior Experience page 27 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Headquarters and Support Functions Review and Strategic Plan Citygate is currently performing a Headquarters and Support Functions Review and Strategic Plan as an addendum to our 2014 Standards of Coverage plan contract for the City of Orange (pop. appx. 139,969). The project includes three steps that involved the participation and direction of the Department’s senior staff. The final work product will be a strategic Plan to provide guidance for the Department for the next five or more years. Current.
Contact: Jack Thomas, Fire Chief Address: 176 S Grand Street, Orange, CA 92866 Phone number: (714) 288-2500 City of Rio Rancho, NM – Fire and Rescue Operations Staffing Study The City of Rio Rancho is known as one of the fastest expanding cities in New Mexico. This study for the City of Rio Rancho, NM (pop. appx. 91,956) included a review of the organizational structure, a gap analysis, a review of shift structure impacts, and a review of alternative service delivery methods. To achieve the necessary informational certainty to make staffing decisions, a rigorous data analysis was a chief component of this study. After completing the analysis, Citygate recommended an adaptive deployment model alternative staffing for ambulance response by the City. This report then formed the basis for staffing and deployment decisions affecting the Fire Department going forward. The report was well received by the City Council, City staff, and Fire labor. Since the report, the major recommendation of the report has been budgeted and implemented by the City. Completed in 2014.
Contact: Michael Meek, Fire Chief Address: 3200 Civic Center Circle NE Rio Rancho, NM 87144 Phone number: (505) 891-7247 City of Surprise, AZ – Fire Master Plan and Standards of Response Coverage Study The City of Surprise retained Citygate to conduct a Master Planning Project along with a Standard of Response Cover Planning analysis for the Fire Department. Between 2000 and 2010, the City of Surprise experienced a growth rate of 280%. The planning effort had to have a long- term strategic focus while designing short and mid-term strategies to phase services as economic and population growth occurred.
We helped the City plan the location and costs of the likely needed fire stations over the next 12 years of projected growth. We advised on revised deployment performance measures to drive the location and timing of fire stations. We also suggested alternative deployment strategies such as deployment measures linked to population density, core stations, and peak activity or quick response units.”
Part V—Prior Experience page 28 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Citygate’s recommendations followed best practices and we designed solutions that would enhance the Fire Department’s capabilities in the near term of one to three years while building a firm foundation upon which the Department can grow over the longer term.
Port of Corpus Christi, TX – Marine Firefighting Risk and Response Assets Analysis Citygate is currently conducting a Marine Firefighting Risk and Response Assets Analysis for the Port of Corpus Christi. City of Georgetown, TX – Fire Department Deployment Study Citygate performed a fire department planning study for the City of Georgetown to include: (1) Standards of Response Cover planning analysis to examine levels of fire department service; (2) fire station staffing infrastructure triggers for additional resources; and (3) order of magnitude costs and possible financing strategies for changes to the Fire Department. Travis County ESD #6, TX (Lake Travis Fire Rescue) – Fire Master Plan and Standards of Response Coverage Study Citygate completed a Master Operations Plan and Standards of Response Coverage, which included a review of fire prevention, training and safety, fleet management, facilities, and administrative support for Travis County Emergency Service District #6. Planning for the ESD #6 involved two stages of effort: (1) a short-range plan that addresses current service delivery needs in light of the ESD #6’s economic situation; and (2) a longer-range plan that addresses fire services delivery at the current planned build-out of the District. This resulted in the relocation of headquarters, the purchase of additional response capability, and planning the location of two additional fire stations and centrally located training facility. In a number of areas including training and prevention, the workload analysis provided the ESD #6 with direction on staffing levels and best practices. This effort was the culmination of a 5-year financial and capital improvement plan and strategic planning process the ESD #6 had embarked on earlier.
Glendale, AZ – Comprehensive Public Safety Deployment and Performance Review of the Police and Fire Departments Citygate is currently performing a comprehensive Deployment and Performance Review for the Glendale, AZ Fire and Police Departments. This review includes a Standards of Cover and headquarters assessment for fire services, as well as a police services analysis, and an advanced data overview for both departments. Citygate will also conduct a staffing analysis. City of Goodyear, AZ – Comprehensive Management Audit of the Fire Department Citygate completed a comprehensive management audit of the Goodyear, AZ Fire Department to review the effectiveness and management processes of the leadership team, the organization’s current design and direction, and the organizational climate.
Part V—Prior Experience page 29 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
City of Enid, OK – Fire Department Performance Review Citygate conducted a fire department performance review including all aspects of fire services operations, focusing on how to meet the City’s protection needs and how to provide operational efficiency in a difficult economy. The study included a Standards of Response Coverage deployment study and an assessment of the Department’s non-deployment functions. City of San Jose, CA – Fire Department Organizational Review Citygate is currently conducting a large organizational review of the San Jose Fire Department. This review is to evaluate the current delivery of Fire Department services, technological improvements as they relate to Department response time performance, and potential increases in Department efficiencies in operations.
Cosumnes Community Services District – Standards of Cover Study and Strategic Plan Citygate performed a Standards of Cover (SOC) Study, Management/Administrative Assessment, and Strategic Plan for the Cosumnes Community Services District Fire Department. This study will include all facets of an extensive SOC, and an in-depth facilitation of the Applied Strategic Planning method. City of San Diego, CA – Standards of Response Coverage Study Citygate conducted a fire service Standards of Response Coverage deployment study for the San Diego Fire Rescue Department (population over 1.25 million). This study independently reviewed the existing fire and emergency medical risks to be protected, the current and desirable response system to these needs, and recommended a best-fit solution to most effectively leverage the existing situation while allowing the development of an even-stronger regional response system to benefit everyone. Santa Barbara County – Fire Services Deployment and Departmental Performance Audit Study Citygate completed a Standards of Response Coverage deployment analysis and departmental performance assessment of the Santa Barbara County Fire Department. The study identified both the current service level and services desired, and then assessed the Department’s ability to provide them. After understanding gaps in operations and resources, Citygate provided recommendations to maximize and improve Department operations and resources over time.
Part V—Prior Experience page 30 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Los Angeles County – Emergency Medical Services Organizational and Operational Review Citygate completed an expansive review of the organizational and operational components of the EMS program at the Los Angeles County Fire Department. This study included a review of deployment, use of resources, best practices in pre-hospital medicine, organizational and personnel practices, and the use of information technology. A Strategic Plan was also developed.
Sacramento Metropolitan Fire District – Standards of Response Cover Study and a Services Reduction (Brownout) Study With an operating budget of approximately $166 million, the Sacramento Metropolitan Fire District provides services through 42 fire stations and approximately 750 career personnel to more than 640,000 residents in a 417 square mile area of Sacramento County, the Cities of Citrus Heights and Rancho Cordova, and a small portion of Placer County. The Standards of Response Coverage study was commissioned to: analyze the effectiveness of the current deployment system; evaluate the need for additional fire stations; recommend criteria for the placement and timing of these stations; and develop the criteria for deployment reductions of 3-5 fire stations to meet the fiscal needs of the District’s declining revenues. The study exceeded all of the District’s expectations and was very well received by the elected officials and stakeholders in May 2009. The District adopted and implemented Citygate’s brownout service reduction plan. Citygate has been retained by the District to perform numerous additional engagements.
San Diego County Office of Emergency Services (CA) – Countywide Deployment Study for Regional Fire, Rescue, and EMS Services (57 Total Fire Agencies) In 2010, Citygate established a phased-process blueprint designed to improve San Diego County’s regional fire protection and emergency medical system. The study assessed current levels of service, identified future needs, provided options for a regional governance structure, and developed cost feasible proposals to improve the region’s ability to respond to natural or manmade disaster (including wildfires, earthquakes, terrorism, and other multi-hazard events), bolster day-to-day operations for local agencies, and enhance the delivery of fire and emergency medical services. The study exceeded the County’s expectations and was very well received by the elected officials and stakeholders in May 2010. The County has since retained Citygate to provide ad hoc assistance with implementation of the study’s recommendations. More information on this study, including links to watch the final presentation, listen to a related radio interview with Stewart Gary, view study documents, and read local news articles is available here: http://www.citygateassociates.com/fire/fire-san-diego-county-study/
Part V—Prior Experience page 31 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
The Board of Supervisors on a 5-0 vote adopted Citygate’s recommendations and the County is now in the process of implementing the recommendations. Alameda County – EMS System Consultation to the Alameda County Health Care Services Agency Citygate is currently assisting the Alameda County Health Care Services Agency as it redesigns and rebids EMS services in response to unprecedented fiscal pressures and emerging economics that have been driving many California EMS systems toward insolvency. Citygate’s scope also includes a review of deployment and socio-economic data, as well as state health care reimbursement reform regulations.
Monterey County, CA – EMS Agency Ambulance System Issues Review and Analysis of Options Citygate conducted a review of issues in the ambulance transport system relating to the County’s contracted provider and the local government stakeholders. Citygate used focused listening and documentation review to substantiate issues identified. We worked separately and jointly with system partners to forge improved relations and operational agreements.
Contra Costa County, CA – Independent Financial Review of Elements Related to the County’s Ambulance RFP Citygate executed an Independent Financial Review of Elements related to the County’s Ambulance RFP. Phase 1 consisted of evaluating the financial stability of the current Contra Costa County EMS system, while Phase 2 consisted of a financial review of bids for service received. City of Oakland, CA – Comprehensive Multi-Hazard, All Risk Fire Service Deployment Study Citygate conducted a comprehensive multi-hazard, all-risk fire service deployment study of the Oakland Fire Department’s ability to respond to and mitigate emergencies in routine and strategic risk scenarios. The study combined Oakland’s capabilities with those of its neighbors to form a picture of what the sub-regional response system’s capabilities are to protect the strategic risks in the Oakland Metropolitan Area. From these assessments and the resultant gap analysis, recommendations for changes were made to improve the response system. Los Angeles County Fire Department – Santa Clarita Valley Area Fire Services Review Citygate completed a fire services study for the Los Angeles County Fire Department, in cooperation with the City of Santa Clarita, and completed the following objectives:
Assess the adequacy of revenue to support the current and planned operations and capital expenditures for stations and equipment in the Valley;
Part V—Prior Experience page 32 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Assess the present adequacy of the number and location of fire stations, equipment and personnel in the Valley;
Assess the timing and adequacy of the number and location of planned fire stations, equipment and personnel in the Valley. El Dorado LAFCO (CA) – Countywide Fire and Emergency Services Study Citygate performed a fire and emergency services study to evaluate fire services countywide and to provide actionable recommendations on how to ensure sustainable, adequate and cost- effective coverage. This study was undertaken because eight of the fourteen agencies providing fire and emergency services to El Dorado County had insufficient revenue streams and had been relying on supplemental funding from the County; without these funds, some agencies would not be able to meet service demands. Cities of Anaheim, Fullerton, and Orange CA – Consolidation, Merger or Contract Fire Services Feasibility Analysis Citygate performed a study to identify opportunities to expand and/or strengthen the delivery of Fire, EMS, and other services for the City of Anaheim Fire Department, City of Fullerton Fire Department, and Orange City Fire Department. City of Pasadena – Standards of Response Coverage Analysis Citygate conducted a Standards of Response Coverage study including nationally recognized response performance goals from which the City could adjust, if needed, the quantity, staffing and locations of fire stations. This included consideration of existing or potential automatic and mutual aid agreements. City of Beverly Hills – General Organizational and Management Analysis and Strategic Plan Citygate conducted a general organizational and management analysis of the City of Beverly Hills Fire Department along with strategic planning assistance to jointly develop with the staff an updated Strategic Plan. Included in the work was an assessment of emergency response and headquarters services provided by the Department. The analysis assessed gaps—if any—in operations and resources, and where appropriate, developed recommendations to maximize Fire Department operations and resources. In addition, the analysis identified best practices that may be appropriate for application in Beverly Hills.
City of Stockton, CA – Standards of Cover Study; Risk Assessment for Port of Stockton; Fire Services Review and SOC Update Citygate conducted a Standards of Response Cover planning analysis for the City of Stockton Fire Department as it pertains to City expansion areas. As such, this study briefly reviewed the
Part V—Prior Experience page 33 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study adequacy of the existing deployment system to determine how much, if at all, the existing stations can provide coverage to the proposed growth areas. Citygate then completed a review of the emergency response capabilities of the Stockton Fire Department to the Port of Stockton area to determine the Fire Department’s ability to provide the same response time delivery for the first-due fire engine consistent with the goal to the rest of the existing City. Separately, as a subcontractor, Citygate completed a project to assist with a review of fire services and provide fire services re-deployment scenario advice to meet the current fiscal challenges. This work was based on Citygate’s prior deployment studies for Stockton in 2008 and 2009.
V.4 CITYGATE CLIENT SUMMARY
In addition to the related studies described above, Citygate presents a listing of additional SOC/deployment studies, Headquarters/Staffing Reviews and Strategic Plans, consolidation projects, and general projects that we have completed.
Fire Standards of Coverage/Deployment Studies
City of Alameda, CA Sacramento Metropolitan Fire District, CA City of Bakersfield, CA City of Sacramento, CA City of Brentwood, CA City of San Bernardino, CA Carpinteria-Summerland FPD, CA City of San Diego, CA City of Cleveland, OH City of San Jose, CA Coastside FPD, CA City of San Luis Obispo, CA City of Costa Mesa, CA City of San Mateo, CA Cosumnes CSD, CA San Mateo County, CA East Contra Costa County FPD, CA San Ramon Valley FPD, CA El Dorado Hills Fire District, CA Santa Barbara County, CA City of Emeryville, CA City of Santa Clara, CA City of Enid, OK Santa Clara County, CA City of Eureka, CA City of Seaside, CA City of Folsom, CA Snohomish County Fire District 1, WA City of Georgetown, TX South Placer FPD, CA Kings County, CA City of South San Francisco, CA Lakeside FPD, CA South San Mateo County, CA Marin County, CA South Santa Clara FPD, CA Menlo Park FPD, CA Southern Marin FPD, CA City of Minneapolis, MN Stanislaus Consolidated FPD, CA City of Monterey Park, CA City of Stockton, CA Montecito FPD, CA City of Suisun City, CA
Part V—Prior Experience page 34 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
City of National City, CA City of Sunnyvale, CA North County FPD, CA Templeton CSD, CA North Lake Tahoe FPD, NV Travis County ESD No. 6, TX City of Oakland, CA City of Vacaville, CA Ogden City, UT City of Vallejo, CA City of Orange, CA City of Vancouver, WA City of Palm Springs, CA City of Vista, CA City of Pasadena, CA City of Yuba City, CA City of Redlands, CA City of Roseville, CA
Part V—Prior Experience page 35 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Master/Strategic Plans
City of Atwater, CA City of Napa, CA Anacortes, WA City of Newark, CA City of Belmont, CA City of Oakdale / Oakdale Rural FPD, CA City of Beverly Hills, CA City of Oceanside, CA Butte County, CA City of Orange, CA City of Carlsbad, CA City of Peoria, AZ City of Corona, CA Presidio Trust, CA City of Dixon, CA Port of Long Beach, CA City of DuPont, WA Port of Los Angeles, CA East Contra Costa County FPD, CA Rock Creek Rural FPD, ID El Dorado Hills Fire District, CA Salida FPD, CA Fresno County, CA Salton Community Services District, CA Lakeside Fire Protection District City of San Luis Obispo, CA Los Angeles County, CA City of Soledad, CA Los Angeles Area Fire Chiefs Association, City of Surprise, AZ CA Travis County ESD #6, TX Madera County, CA Town of Windsor, CA Mountain House CSD, CA University of California, Davis Mukilteo, WA University of California, Merced Napa County, CA
Part V—Prior Experience page 36 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Consolidations and Contract-for-Service Analyses
Heartland Fire and Rescue, CA – Second City of Lodi, CA – Contract for Phase Merger Feasibility Study Services Feasibility Analysis Brea/Fullerton, CA - feasibility analysis Presidio Trust and National Park for providing multi-city fire services Service – Fire Services Reorganization under JPA Jurisdiction City of Eureka and Humboldt No. 1 Greenfield, CA and Greenfield Fire Fire Protection District, CA – Protection District – Fire Services Consolidation or Contract Fire Services Reorganization Study Feasibility Analysis Placer County – Fire Service Seaside and Marina Fire Services, CA – Consolidation Implementation Plan Consolidation Implementation City of Ukiah and Ukiah Valley Fire Assistance District, CA – Feasibility of Establishing a Cities of Pismo Beach, Arroyo Grande, “District Overlay” Grover Beach, and Oceano CSD, CA – Cities of Manhattan Beach and Hermosa High-Level Consolidation Feasibility Beach, CA – Operational Assessment Analysis Cities of Hesperia, Adelanto, Victorville, Cities of Patterson, Newman and West Town of Apple Valley, CA – Public Safety Stanislaus County FPD, CA – Joint Fire JPA Feasibility Study Protection Study San Diego County Office of Emergency Cities of Monterey, Pacific Grove, and Services (CA) – Countywide Deployment Carmel, CA – High-Level and Fiscal Study for Regional Fire, Consolidation Feasibility Analysis Rescue, and EMS Services (57 Total Fire South Santa Clara County Area Fire Agencies) Departments, CA – Reorganization UC Davis, Cities of Davis, West Feasibility Study Sacramento, and Woodland, CA – City of South Lake Tahoe, CA – Fire Consolidation Feasibility Analysis Department Consolidation Feasibility UC Santa Cruz and City of Santa Cruz, Analysis CA – Consolidation Feasibility Analysis City of Santa Rosa and Rincon FPD, City of Emeryville, CA – Assessment of CA – Fire Consolidation Analysis Fire Service Provision Options City of Sonoma and Valley of the Moon City of Arcata, CA – Fire Services FPD, CA – Fire Services Feasibility Analysis Reorganization Study City of Pinole, CA – Regional Fire Service City of Covina, CA – Contract-for- Delivery Study Service Analysis City of Sausalito and Southern Marin Cities of Newark and Union City, CA – FPD, CA – Fire Consolidation Consolidation or ALCO Contract for Implementation Analysis Services Study Cities of Burlingame, Millbrae, San Snohomish County Fire District 1, WA Bruno, and Town of Hillsborough, CA – – Review of Regional Fire Authority Fire Services Merger Technical Financial and Level-of-Service Plan Implementation Yuba County Valley Floor Agencies, Cities of Orange, Fullerton, and Anaheim, CA – Fire Services Merger Study CA – Consolidation Feasibility Analysis El Dorado LAFCO (CA) – Countywide Fire and Emergency Services Study
Part V—Prior Experience page 37 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
General Studies
Alameda County Health Care Services Manhattan Beach – Evaluate Site Options Agency for Fire Station 2 County of Alameda, CA – Incident City of Millbrae – Fire and Police Service Management Teams Impacts for Millbrae Station Area Plan City of Albany, NY – Management Audit PG&E – Mitigation Alpine Springs, CA – Services Cost City of Piedmont, CA – EOC Sharing Placer County, CA – Fire Services and City of Atascadero, CA – Project Impact Revenue Assessment and Mitigation Assessment Port of Long Beach, CA – Mitigation Bay Area UASI – Incident Management Port of Long Beach, CA – Update of Port Training Multi-Hazard Firefighting Study City of Brentwood, CA – Service Costs Port of Los Angeles, CA – Performance and Options Audit Cities of Brea and Fullerton, CA – Fire Port of Oakland/City of Oakland – Domain Resource and Ambulance Plan Awareness Center Staffing Plan City of Calistoga, CA – Fire Safety Review Development City of Chula Vista, CA – Analysis of City of Portland, CA – Public Information Overtime Use; Fiscal and Operational Officer Training Policy Assistance for ALS Plan City of Poway, CA – Overtime Audit City of Cloverdale, CA – Impact Fees City of Roseville, CA – EMS Transport City of Costa Mesa, CA – Evaluate Rancho Cucamonga Fire District, CA – Impacts of a Potential Fire Station #6 Fire Services Feasibility Review Closure Rancho Santa Fe FPD, CA – EMS City of Copperopolis, CA – Prevention Operational and Fiscal Feasibility Review Contra Costa County, CA Financial Sacramento Metropolitan Airport, CA – Review ARFF Study City of Corona, CA – Fire Prevention Sacramento Regional Fire/EMS City of Davis, CA – Operations / Communications Center, CA – EMS Data Management Assessment Donnelly Rural FPD, ID – Mitigation City of Sacramento, CA – Fire Prevention El Dorado Hills, CA – Peer Review Best Practices EMSA – Training Program Development City of Salinas – Comprehensive Fiscal City of Fairfield, CA – Review of the Fire Feasibility Analysis and Facilitate Station Needs for the Fairfield Train Development of a JPA Governance Station Specific Plan Agreement for the formation of a 9-1-1 City of Fremont, CA – Response Statistics; Emergency Communications JPA for Comprehensive Multi-discipline Type 3 Monterey County Public Safety Agencies IMT Training Program Salton CSD, CA – Fire Services Impacts City of Glendale, AZ – Public Safety Audit Review City of Goodyear, AZ – Fire Department City of San Bernardino – Evaluation of Management Audit City Fire Service Proposals City and County of San Francisco, CA – Incident Management Training
Part V—Prior Experience page 38 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Hamilton City FPD, CA – Preliminary County of San Mateo, CA – Countywide Diagnostic Assessment Fire Service Deployment Measurement City of Hemet, CA – Costing and Peer System Review for Fire Service Alternatives City of Santa Barbara, CA (Airport) – City of Hesperia, CA – Cost Estimate for ARFF Study Hesperia Provided Fire Services Santa Clara County, CA – Incident Kelseyville FPD, CA – Executive Search Management Training Kitsap Public Health District, WA – Santa Cruz County, CA – Incident Emergency Response Plan Review Management Training Services Town of Scotia Company, LLC – Board City of Loma Linda, CA – Cost of Services Training Workshop City of Milpitas, CA – Fire Services Snohomish County Fire District 1 – Peak Planning Assistance Hour Ambulance Use Study County of Monterey, CA – EMS Agency Sonoma LAFCO, CA – Municipal Services Ambulance Systems Issues Review and Review Analysis South Monterey County Fire Protection County of Monterey, CA – EMS District, CA – Needs Assessment Communications Plan Squaw Valley, CA – Assessment of Project City of Napa, CA – Mitigation Impacts Newark-Union City, CA – Fire Services Stanford University, CA – Fire Services Alternatives System Review Consulting Services Northstar, CA – Fire Impacts and Growth City of West Sacramento, CA – Impact Review Fees City of North Lake Tahoe, CA – Wheatland Fire Authority, CA – Management Team Workshop Operational Feasibility Review City of Patterson, CA – Advance Planning City of Yorba Linda, CA – EOC Yolo LAFCO, CA –Combined MSR/SOI Study
Part V—Prior Experience page 39 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART VI—PERSONNEL
VI.1 CITYGATE’S PROJECT TEAM
Citygate’s capabilities for this service can be simply stated: the experience and talents of our Project Team members! We know that successful results come from Citygate’s ability to handle, as necessary, six critical roles in cooperation with the City Fire project team: (1) champion; (2) stakeholder listener; (3) subject matter trainer/specialist; (4) meeting facilitator; (5) coach and content specialist; and (6) final strategist/advisor. Citygate’s team members, in their agency and consulting careers, have successfully walked the talk on fire department review efforts by focusing on the inclusion of culture and communications with rigorous analytic methods to build a business case that elected officials and agency employees can both understand. The Citygate team has a multi-disciplinary approach that includes the full range of skills required to execute this challenging project. The diverse group of specialists comprising Citygate’s proposed Project Team has worked on prior projects to integrate their respective expertise into comprehensive, compelling, and creative strategies to accomplish a municipality’s objectives.
VI.2 NECESSARY PROJECT TEAM SKILLS
Citygate’s team members possess the skills necessary to successfully complete this project, including:
Fire department deployment principles and practices Fire department staffing Fire services command and organizational structure Fire department performance measurement Fire prevention, urban-wildland interface, and community risk reduction Dispatch and communications Field operations for fire and emergency medical services Operating and capital budgeting Ambulance billing City management and cost of services analysis Fleet management
Part VI—Personnel page 40 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Fire services technology Safety and training Land use planning Strategic, master, and business planning.
VI.3 PROJECT TEAM / PROJECT ROLES
The qualifications of the Project Team are critical, as it is the expertise and the capabilities of the consultants involved in the project that ultimately determine the success of the project. We have carefully assembled the team members to provide the knowledge, depth, judgment, and sensitivity required to perform this engagement. Please note that the role of each team member is described in italics at the end of his biographical paragraph. Full resumes for each consultant are presented in Appendix B. Citygate’s consultants adhere to the Code of Ethics found in Appendix A. Primary members of our Project Team include the following experienced consultants:
Chief Stewart W. Gary, MPA, Public Safety Principal, Project Director Chief Gary is the Public Safety Principal for Citygate Associates and is the retired Fire Chief of the Livermore-Pleasanton Fire Department in Alameda County, California. In 1996, he successfully designed and led the implementation of the Livermore-Pleasanton fire department consolidation. For many years, he was the lead instructor and program content developer for the Standards of Coverage process and annually taught a 40-hour course on this systems approach for fire deployment at the California Fire Academy. He consults on all aspects of fire and EMS services design, planning, and performance auditing. Over the last 15 years, he has performed over 280 studies for clients of all sizes, such as the counties of San Diego and Los Angeles (Fire EMS Bureau), the cities of San Jose and San Diego, and one-station rural districts. Chief Gary has excellent problem solving and facilitation skills having used planning, team building, culture development, and process re-design tools to successfully design, lead, and manage the California League of Cities Helen Putnam award-winning Livermore-Pleasanton Fire Department Consolidation. He also serves his community of Livermore as the Vice Mayor and as a long-time Rotarian. Chief Gary will manage the Citygate team, attend the project kick-off, lead the Deployment Study, co-draft reports, and conduct tele-conference meetings. Percentage of consultant time devoted to the hybrid SOC and Staffing Utilization project: 33%
Part VI—Personnel page 41 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
Chief Robert Meyer, CEM, CFO, EFO, Fire Services Specialist Chief Meyer has over twenty years of public fire protection experience. He recently retired as Fire Chief for the City of SeaTac, Washington, where he was responsible for leading a Fire Department of 53 employees serving a diverse community with a daily population of 96,000 out of three fully staffed fire stations providing fire, EMS, and technical rescue services. Prior to joining the SeaTac Fire Department in 2000, he served as the Division Chief for the Santa Maria Fire Department; Senior Code Enforcement Officer for the City of West Hollywood; and Battalion Chief for the San Clemente Fire Department. Chief Meyer is a Certified Emergency Manager, Certified Chief Fire Officer, and Peer Assessor/Team Leader for Commission on Fire Accreditation International. Chief Meyer will conduct the risk assessment and lead the Staffing Utilization Analysis. He will also co-author reports and assist with briefings. Percentage of consultant time devoted to the hybrid SOC and Staffing Utilization project: 38%
David C. DeRoos, MPA, CMC, Citygate President Mr. DeRoos has 30 years’ experience as a consultant to local government, preceded by 5 years as an assistant to the City Administrator. He earned his undergraduate degree in Political Science/Public Service (Phi Beta Kappa) from the University of California, Davis and holds a Master of Public Administration degree from the University of Southern California. Prior to becoming a Principal in Citygate in 1991, he was a Senior Manager in the local government consulting division of Ernst & Young. Mr. DeRoos is responsible for ensuring the project is conducted smoothly and efficiently within the schedule and budget allocated, and that project deliverables meet Citygate’s and the client’s quality standards. Percentage of consultant time devoted to the hybrid SOC and Staffing Utilization project: 4%
Part VI—Personnel page 42 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
The Omega Group, Geo-Mapping Specialist The Omega Group is a nationally recognized public safety and law enforcement mapping analytic and tactical software solution provider. Since the company’s inception in 1992, Omega is honored to have worked with over 500 public safety agencies, which have leveraged two flagship solutions: CrimeView and FireView. Some of FireView’s capabilities include site selection of fire stations, first-due assignments, response time analysis, and mutual aid strategies. The Omega Group will provide geo-mapping analysis for the fire station/crew deployment portion of the project.
Percentage of consultant time devoted to the hybrid SOC and Staffing Utilization project: 13%
Michael D. Fay, Statistical Specialist Mr. Fay has assisted Citygate with deployment studies for over 10 years. He has over 30 years’ experience and has served as a firefighter, EMS director, educator, consultant and publisher. As President of Animated Data, Inc., he is the designer and publisher of StatsFD, formerly NFIRS 5 Alive. Using standard NFIRS 5 datasets, StatsFD quickly performs diagnostic analysis of fire department operations. Mr. Fay will conduct statistical analysis for the deployment portion of the project. Percentage of consultant time devoted to the hybrid SOC and Staffing Utilization project: 12%
Part VI—Personnel page 43 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART VII—NON-COLLUSION AND NON CONFLICT OF INTEREST
Non-collusion and non-conflict of interest documents have been attached as Appendix C for our two lead consultants, Stewart Gary and Bob Meyer, who will be performing the analysis, writing the project report, and attending on-site meetings.
Part VII—Non-Collusion and Non Conflict of Interest page 44 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART VIII—PROPOSAL ACCEPTANCE PERIOD
Citygate’s proposal is valid for one hundred and eighty (180) calendar days subsequent to the RFP closing date.
Part VIII—Proposal Acceptance Period page 45 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART IX—AUTHORIZED NEGOTIATOR
Chief Stewart Gary 2250 East Bidwell Street, Suite 100 [email protected] (916) 458-5100 ext. 305
Part IX—Authorized Negotiator page 46 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study
PART X—COST PROPOSAL
X.1 PROPOSAL COSTS
Our charges are based on actual time spent by our consultants at their established billing rates, plus reimbursable expenses incurred in conjunction with travel, printing, clerical, and support services related to the engagement. We will undertake this study for a “not-to-exceed” total cost based on our Work Plan and Scope of Work, outlined below.
Administration Total Citygate Hourly Fees of Reimbursable (5% of Hourly Project Scope of Work Project Team Expenses* GIS Data** Fees) Amount***
Combined $70,735 $5,724 $0 $3,537 $79,996 Hybrid Study * The above travel costs are budgeted at Southwest Airlines lowest cost advance purchase fares to control expenses. Thus, the City and Citygate will have to make and commit to meeting dates well in advance. ** Our cost assumes that the City already possesses the appropriate GIS data for fire unit time over distance modeling. However, if not, this data is purchased by The Omega Group from HERE, a private GIS data vendor, at the additional cost of $3,950. *** If the City believes it has a significant traffic congestion problem interfering with emergency unit responses, additional traffic congestion data, GIS, and Citygate consultant labor hours are needed for congestion modeling at the approximate cost of $4,826. This cost would be in addition to the $3,950 base GIS data if the City does not have sufficient GIS base data.
X.1.1 Hourly Rates
Classification Rate Consultant
Citygate President $225 per hour David DeRoos Public Safety Principal $250 per hour Stewart Gary Fire Services Specialist $195 per hour Robert Meyer Geo-Mapping Specialist $195 per hour The Omega Group Statistical Specialist $195 per hour Michael Fay Report Project Administrator $125 per hour Chad Jackson Administrative Support $95 per hour Various
X.1.2 Billing Schedule The price quoted above is effective for 180 days from the RFP closing date for this proposal and includes one (1) draft cycle as described in Task 5 of our Work Plan to be completed by Citygate
Part X—Cost Proposal page 47 City of Pearland, TX Proposal to Perform a Fire Department Standards of Cover and Staffing Utilization Study and the City within 10 working days. Additional Draft Report cycles or processing delays requested by the City would be billed in addition to the contracted amount at our time and materials rates. When changes are agreed upon, Citygate will provide up to nine (9) bound color copies of the Final Report document and one (1) reproducible master copy on CD-ROM. The Draft Report will be considered to be the Final Report if there are no suggested changes within thirty (30) days of the delivery of the Draft Report. If the City decides to delay our final presentation in Task 6 after acceptance of the final work product, Citygate will accommodate such a request, but will charge two administrative hours per month to keep the project in suspense until the presentation is delivered. If this causes the billing to exceed the contracted amount, the City will be billed for the additional hours above the contracted amount. We will bill monthly for time, reimbursable expenses incurred at actual costs (travel), plus a five percent (5%) administration charge in lieu of individual charges for copies, phone, etc. Our invoices are payable within thirty (30) days. Citygate’s billing terms are net thirty (30) days plus two percent (2%) for day thirty-one (31) and two percent (2%) per month thereafter. Our practice is to send both our monthly status report and invoice electronically. If we are selected for this project, we will request the email for the appropriate recipients of the electronic documents. Hard copies of these documents will be provided only upon request. We prefer to receive payment by direct deposit, if available. We request that ten percent (10%) of the project cost be advanced at the execution of the contract, to be used to offset our start-up costs. This advance would be credited to our last invoice. Ten percent (10%) of the total contractual price will be retained by the City until submission and acceptance of all work products.
Part X—Cost Proposal page 48
APPENDIX A
CODE OF ETHICS
CODE OF ETHICS
CLIENTS 1. We will serve our clients with integrity, competence, and objectivity. 2. We will keep client information and records of client engagements confidential and will use proprietary client information only with the client’s permission. 3. We will not take advantage of confidential client information for ourselves or our firms. 4. We will not allow conflicts of interest which provide a competitive advantage to one client through our use of confidential information from another client who is a direct competitor without that competitor’s permission.
ENGAGEMENTS 5. We will accept only engagements for which we are qualified by our experience and competence. 6. We will assign staff to client engagements in accord with their experience, knowledge, and expertise. 7. We will immediately acknowledge any influences on our objectivity to our clients and will offer to withdraw from a consulting engagement when our objectivity or integrity may be impaired.
FEES 8. We will agree independently and in advance on the basis for our fees and expenses and will charge fees and expenses that are reasonable, legitimate, and commensurate with the services we deliver and the responsibility we accept. 9. We will disclose to our clients in advance any fees or commissions that we will receive for equipment, supplies or services we recommend to our clients.
PROFESSION 10. We will respect the intellectual property rights of our clients, other consulting firms, and sole practitioners and will not use proprietary information or methodologies without permission. 11. We will not advertise our services in a deceptive manner and will not misrepresent the consulting profession, consulting firms, or sole practitioners. 12. We will report violations of this Code of Ethics.
The Council of Consulting Organizations, Inc. Board of Directors approved this Code of Ethics on January 8, 1991. The Institute of Management Consultants (IMC) is a division of the Council of Consulting Organizations, Inc.
Appendix A—Code of Ethics page 1
APPENDIX B
PROJECT TEAM RESUMES
CITYGATE ASSOCIATES, LLC STEWART W. GARY, MPA Mr. Gary was, until his retirement, the Fire Chief of the Livermore-Pleasanton Fire Department. Now in his 43rd year in the Fire Service, Mr. Gary began as a volunteer and worked his way up through the ranks, including his service as a Paramedic for five years. Mr. Gary started his career with the City of Poway in San Diego County, attaining the rank of Battalion Chief/Fire Marshal. He subsequently served as the Administrative Battalion Chief for the Carlsbad Fire Department in San Diego County. He was appointed Fire Chief for the City of Livermore, CA in January 1994, and two years later, he successfully facilitated the peer-to-peer merger of the Livermore and Pleasanton Fire Departments into one seamless ten-company department from which he retired as Chief. This successful consolidation was awarded the esteemed Helen Putnam award for excellence and innovation by the California League of Cities in 1999. Mr. Gary has both a Bachelor’s and Master’s degree in Public Administration from San Diego State University. He holds an Associate in Fire Science Degree from Miramar Community College in San Diego, a Certificate in Fire Protection Administration from San Diego State, and he has attended hundreds of hours of seminar course work in fire protection. Mr. Gary has served in elected professional positions, including: President, California League of Cities, Fire Chiefs Department and Chairperson, San Diego County Paramedic Agencies. He has been involved in progressive responsibility for creating or implementing fire protection policy on the local, state and national levels. He has served as a Board Member representing cities on the California Office of Emergency Services-Firescope Board, and served two terms as the Fire Chief representative on the California League of Cities Board of Directors. Mr. Gary served on the Livermore School District Board, and presently serves as an elected official on the City of Livermore City Council. Current Consulting Experience Includes: Since starting his consulting career with Citygate Associates in 2001, Chief Gary has successfully worked on, managed, or directed over 280 consulting projects. Some of the highlights and recent projects include: Served as Fire Services Principal to perform a comprehensive Standards of Cover and headquarters staffing adequacy review for the Santa Clara Fire Department. Served as Project Director and SOC Specialist for a Standard of Cover update for the Menlo Park Fire Protection District. Served as Project Director and SOC Specialist for a fire department planning study for the City of Carlsbad to include an evaluation of all aspects of the Fire Department and fire headquarters systems review; a Standard of Response Cover planning analysis (fire station and crew deployment), fire station and staffing infrastructure triggers for additional resources, if needed; and an analysis of headquarters and prevention systems. Served as Project Director and SOC Specialist to conduct a Standards of Cover Assessment for the City of Orange Fire Department.
Appendix B—Project Team Resumes page 1
Currently serving as Fire Practice Principal to perform a headquarters and support functions review and strategic plan for the City of Orange Fire Department. Served as Project Director for a fire and rescue operations and staffing study for the City of Rio Rancho, NM. Currently serving as Public Safety Principal and Project Director to conduct a marine firefighting risk and response assets analysis for the Port of Corpus Christi, TX. Served as Project Director and SOC Specialist to conduct a deployment study for the Georgetown, TX and Williamson County Emergency Service District #8 Fire Department. Served as Project Manager for Citygate’s Standards of Response and Master Operations Plan for Travis County Emergency Service District #6. This analysis included a review of distribution of fire stations, deployment times, and firefighter staffing. As a follow-on study, Citygate provided an incident response statistics update and analysis of relocating one of the District’s engines. Served as Project Director and Fire Practice Principal for a Master Plan and Standards of Response Cover Deployment study for the City of Surprise, AZ. This project included developing macro cost impacts and a growth strategy for the City. Served as Public Safety Principal to perform a comprehensive public safety deployment and performance review of the Police and Fire Departments for the City of Glendale, AZ. Served as Project Director and Fire Services Principal for a Comprehensive Management Audit of the Goodyear Fire Department to evaluate: (1) effectiveness and management processes of the leadership team; (2) design and direction of the organization; and (3) organizational climate. Served as Fire Practice Principal and Project Director for a Standards of Cover Study, Management/Administrative Assessment, and Strategic Plan for the Cosumnes Fire Department. Served as Project Director for Citygate’s Standards of Response Coverage study for the City of San Diego, CA. Served as Project Manager and SOC Specialist for a Fire Services Deployment and Departmental Performance Audit for the Santa Barbara County Fire Department. Served as Project Director for an extensive Emergency Medical Services Organizational and Operational Review of the Los Angeles County Fire Department. Served as Project Director and SOC Specialist for a Standards of Response Cover deployment analysis and geo-mapping software implementation for the Sacramento Metropolitan Fire District.
Appendix B—Project Team Resumes page 2
Currently serving as Fire Practice Principal to refresh and brief stakeholders on the Port Multi-Hazard Firefighting Study for the Port of Long Beach. Served as Project Manager for a high-level review of existing firefighting and multi-hazard risk analysis data, response capabilities, and future needs in the Port of Long Beach operational area for City of Long Beach Fire Department managed Port assets, including locations of ground-based fire stations and waterborne fireboats. Served as Project Manager for a Marine and Specialty Fire Services Assessment study for the Ports of and Long Beach and Los Angeles to provide a macro level review of existing marine protective services and specialist firefighting resources in the combined port area. Served as Project Manager for a performance audit of the City of Los Angeles Fire Department operations and financial analysis of the billings paid by the Harbor Department for the fiscal years 2008-2010 to assess their reasonableness, fairness, and accuracy. This project included an assessment of the overall staffing and deployment of LAFD land-based and sea-based personnel and equipment over the last four years which support the Harbor. Completed a review of the emergency response capabilities of the Stockton Fire Department to the Port of Stockton area to determine the Fire Department’s ability to provide the same response time delivery for the first-due fire engine consistent with the goal to the rest of the existing City. Served as Project Director for multiple deployment reviews, a brownout analysis and, overtime use reviews for the City of Stockton. Citygate conducted deployment studies for Stockton, a review of Port of Stockton Firefighting needs, station closure analysis, review of EMS re-structuring with the County, and a cost of overtime/overstaffing review. Served as Fire Services Principal and Project Director to conduct a Fire Department Organizational Review for the City of San Jose Fire Department. Served as Project Director and SOC Specialist for Citygate’s Regional Fire Services Deployment Study for San Diego County, including 57 fire agencies in the County region. Citygate outlined a process designed to establish a blueprint for improving San Diego County’s regional fire protection and emergency medical system. Served as Project Manager and SOC Specialist for a strategic plan and Standards of Response Coverage study for the City of Beverly Hills Fire Department. Served as Project Manager for a Fire Services study for the Los Angeles County Fire Department, in cooperation with the City of Santa Clarita. The study assessed the adequacy and number of present and future station locations, as well as the adequacy of revenue to support the current and planned operations. Served as Project Director to conduct a strategic planning process for the Los Angeles County Fire Chiefs Association to provide a framework for regionalizing training across all 31 fire departments in the area.
Appendix B—Project Team Resumes page 3
Served as Project Director and SOC Specialist for a fire and emergency services study for the El Dorado Local Agency Formation Commission to evaluate fire services countywide and to provide actionable recommendations on how to ensure sustainable, adequate, and cost effective coverage. Served as Project Director and SOC Specialist for a project for the City of Oakland to conduct a comprehensive multi-hazard, all-risk fire service deployment study to analyze the City’s fire services emergency response systems. Citygate also made recommendations for improvement of adding traditional resources and alternative and adaptive deployment models. Other non-Citygate Relevant Experience Includes: In 2002, Mr. Gary led a seminar that taught the Standards of Response Cover (SOC) methodology to members of the Clark County Fire Department. In 2005 and into 2006, Mr. Gary coached, assisted and initially drafted the Clark County Fire Department Rural SOC documents. He advised County GIS on how to prepare the necessary mapping and response statistics analysis. He then coached the project manager on collecting risk assessment information on each rural area, which he then wove into an integrated draft set of risk statements and proposed response policies for each rural area. In 2000, Mr. Gary was the lead deployment consultant on a team that developed a new strategic plan for the San Jose Fire Department. The final plan, which used the accreditation system methods and Standards of Response Coverage tools, was well received by the Department and City Council, which accepted the new strategic plan on a 9-0 vote. In 1996, Mr. Gary successfully studied and then facilitated the peer-to-peer merger of the Livermore and Pleasanton Fire Departments into one seamless ten- company department for which he served as Chief. The LPFD represents one of the few successful city-to-city fire mergers in California. The LPFD consisted of 128 total personnel with an operating budget for FY 00/01 of $18M. Service was provided from eight stations and a training facility, and two additional stations were under construction. In 1995, Mr. Gary began working with the International Association of Fire Chiefs and International City Management Association Accreditation project on the Standards of Cover system for fire service deployment. He re-worked the material into a California manual and annually taught a 40-hour course for the California Fire Academy for many years. He conducts seminars on this deployment methodology for the International Fire Chiefs across the United States and Canada. In 1994, Mr. Gary effectively led the Fire Department’s adding of paramedic firefighters on all engines to increase service. Previously the Alameda County regional system was under-serving Livermore, and the local hospital emergency room was closing. Residents and the City Council approved a local EMS supplemental property tax assessment (successfully re-voted after Proposition 218) to help pay for this increased service. In 1995, Mr. Gary assisted the City
Appendix B—Project Team Resumes page 4
Council and the firefighters union in reaching a new understanding on staffing, and a fifth Fire Company was added to better serve the Northwest area of Livermore. During his tenure in Carlsbad, he successfully master planned and opened two additional fire stations and developed the necessary agreements between the development community and the City Council. Mr. Gary has developed fire apparatus replacement plans; procured fire apparatus; supervised the development of community disaster preparedness and public education programs; facilitated permit streamlining programs in the Fire Prevention and Building Departments; improved diversity in the Livermore fire department by hiring the first three female firefighters in the City; supervised the Livermore City Building Department including plan check and inspection services for two years; master planned future growth in the North Livermore area for an additional 30,000 people in a “new town” area. Mr. Gary facilitated a successful regional dispatch consolidation between Poway and the City of San Diego Fire Department. He developed and implemented fire department computer records systems for Carlsbad and Livermore. Mr. Gary has been a speaker on the proper design of information systems at several seminars for Fire Chiefs, the California League of Cities and the Fortune 100. He has authored articles on technology and deployment for national fire service publications. Mr. Gary is experienced as an educator in teaching firefighting, paramedicine and citizen CPR programs. As a community college instructor, he taught management and fire prevention. He has been an instructor for State Fire Training and the San Diego Paramedic program. Instructor and Lecturer: Instructor and lecturer on Fire Service Deployment for the Commission on Fire Accreditation Standards of Cover Methodology. Over the last five years, Mr. Gary has presented one-day workshops across the U.S. and Canada to fire chiefs. Presentations have included: The International Association of Fire Chiefs Convention; U.S. Navy Fire Chiefs in Norfolk, Virginia; U.S. Air Force Fire Chiefs at the USAF Academy, Colorado Springs, Colorado; Seattle area Fire Chiefs; Vancouver British Columbia Fire Chiefs Association; The Michigan/Indiana Fire Chiefs Association School at Notre Dame University; The California Fire training Officers annual workshop;
Appendix B—Project Team Resumes page 5
Developed and taught the 40-hour course in fire deployment methods for the California Fire Academy for seven years. Over 250 fire officers have been trained in this course. Publications: Edited, partially wrote and co-developed the 2nd, 3rd & 4th Editions of the Commission on Fire Accreditation Standards of Response Cover Manual. Fire Chief Magazine article. February 2001, “System of Cover.” Using the Accreditation Commission’s Standards of Response Cover systems approach for deployment. Fire Chief Magazine article. December 2000, “Data to Go.” Designing and implementing wireless data technologies for the fire service.
Appendix B—Project Team Resumes page 6
CITYGATE ASSOCIATES, LLC ROBERT MEYER, CFO, EFO Chief Meyer has over twenty years of public fire protection experience. He recently retired as Fire Chief for the City of SeaTac, Washington, where he was responsible for leading a Fire Department of 53 employees serving a diverse community with a daily population of 96,000 out of three fully staffed fire stations providing fire, EMS, and technical rescue services. Prior to joining the SeaTac Fire Department in 2000, he served as the Division Chief for the Santa Maria Fire Department; Senior Code Enforcement Officer for the City of West Hollywood; and Battalion Chief for the San Clemente Fire Department. Chief Meyer is a Certified Emergency Manager, Certified Chief Fire Officer, and Peer Assessor/Team Leader for the Commission on Fire Accreditation International. Current Consulting Experience Includes: Since joining Citygate, some of Mr. Meyer’s projects include: Served as Fire Services Specialist to perform a Fire and Rescue Operations and Staffing Study for the City of Rio Rancho, NM. Served as Fire Services Specialist for a Comprehensive Management Audit of the Goodyear, AZ Fire Department to evaluate: (1) effectiveness and management processes of the leadership team; (2) design and direction of the organization; and (3) organizational climate. Served as Fire Services Specialist to perform a comprehensive public safety deployment and performance review of the Police and Fire Departments for the City of Glendale, AZ. Served as Standards of Coverage Specialist to conduct a Fire Department Organizational Review for the City of San Jose Fire Department. Served as Fire Services Specialist for a Fire Services Deployment and Departmental Performance Audit for the Santa Barbara County Fire Department. Currently serving as Fire Services Specialist for a Fire and Emergency medical Services Deployment Analysis for Southern Marin Fire District. Served as Fire Services Specialist for an update of the City of Pasadena’s Standards of Response Coverage plan. Served as Fire Services Specialist to Provide an Emergency Medical Services Review for the County of Los Angeles Fire Department. Served as Senior Fire Services Specialist to Provide an Operational Assessment of the Cooperative Fire Department Response Plan between the Cities of Manhattan Beach and Hermosa Beach. Served as Fire Services Specialist and Lead Consultant to conduct a Fire Department Standards of Response Cover Plan. Served as Fire Services Specialist for a Comprehensive Fire Department Evaluation and Analysis for the City of Mukilteo, WA. Served as Fire Services Specialist for a Fire Protection and EMS Master Plan for the City of Anacortes, WA Fire Department.
Appendix B—Project Team Resumes page 7
Served as Fire Services Specialist to provide a comprehensive master plan for fire prevention services for the City of Corona Fire Department. Currently serving as Senior Fire Services Associate to perform a Standards of Cover study to include a review of fire-department-based ambulance deployment options for the City of Sacramento Fire Department. Served as Accreditation Specialist to develop a fire services strategic plan and pre-accreditation review for University of California, Davis, and City of Davis Fire Departments. Professional Experience: January 2010 – Present Northern Arizona University, Mesa, AZ Adjunct Professor Responsible for syllabi development, student evaluations, in-class and on-line instruction, mentoring of students. Currently teaching in Public Agency Management Program, Emergency Services Administration curriculum. January 2003 – January 2010 SeaTac Fire Department, SeaTac, WA Fire Chief/Emergency Management Director Responsible for leading a Fire Department of 53 employees serving a diverse community with a daily population of 96,000 out of three fully staffed fire stations providing fire, EMS, and technical rescue services. He was the City’s Emergency Management Program Director responsible for all planning, training of staff in Emergency operations/preparedness and as the ECC Director during an emergency. Conducted Standards of Cover analysis, risk assessment, deployment modeling, and strategic planning for emergency response. Developed Annual Reports. November 2000 – January 2003 SeaTac Fire Department, SeaTac, WA Assistant Fire Chief Responsible for assisting the Fire Chief in leading and managing of the 39 sworn members and 7 civilian members, three fire stations with a 4.7 million dollar budget. Acted as Fire Marshal and community liaison for fire prevention issues. Served as EOC Manager and representative to King County Emergency Management. Served as department’s liaison between State Labor and Industries Department. Served as Acting Fire Chief. Developed Standards of Coverage model. May 1996 – Nov. 2000 Santa Maria Fire Department, Santa Maria, CA Division Chief - Fire Marshal/Emergency Services Coordinator Responsible for all Fire Prevention activities for a diverse community of 80,000 constituents. Directly supervised 5 employees. He conducted training for all members of the Department and City staff in emergency preparedness. Also served as Emergency Services Coordinator and Disaster Preparedness Officer for the City. Prepared the Emergency Plan and supporting documents. Acted as Duty
Appendix B—Project Team Resumes page 8
Chief on a rotating basis responsible for all emergency responses, training and safety. January 1993 – May 1996 City of West Hollywood, West Hollywood, CA Senior Code Enforcement Officer Managed Code Enforcement Section of 4 personnel that enforced fire, building, and municipal codes for a diverse community of 40,000. Responded and answered citizen complaints, prepared code revisions and amendments, made presentations to the Community, Commissions and City Council. December 1989 – Oct. 1992 San Clemente Fire Dept., San Clemente, CA Battalion Chief/Fire Marshal Emergency Services Coordinator Managed the Fire Prevention section of 5 staff and a budget of $500,000 for a community of 40,000. Managed the Hazardous Materials Disclosure Program. Managed the Emergency Preparedness Section for the City. Developed the Emergency Plan for the Community. Rotated as “duty officer” for emergency response and managed 30 on-shift personnel. Laid-off due to budget reductions. Certifications: Certified Emergency Manager® Certified Chief Fire Officer; Center For Public Safety Excellence Executive Fire Officer, National Fire Academy Peer Assessor/Team Leader for Commission on Fire Accreditation International Education: Bachelor of Science Degree . California State University Long Beach Master of Science Degree Candidate . All courses completed towards MS in Emergency Services Administration Memberships: IAFC Technology Council IAFC Near Miss Program Contractor IAFC Western Division
Appendix B—Project Team Resumes page 9
SUBCONTRACTOR MICHAEL D. FAY Michael D. Fay has over 30 years experience and has served as a firefighter, EMS director, educator, consultant and publisher. Relevant Experience: President of Animated Data, Inc., the designer and publisher of StatsFD, formerly NFIRS 5 Alive. Using standard StatsFD and raw CAD datasets, StatsFD quickly performs diagnostic analysis of fire department operations. Outputs are designed for both live and printed presentations. Director of End2End, Inc., publisher of FirePoint RMS Systems for fire departments. Products of the firm include 40 single-user and multi-user client server modules. (Formerly Advanced Command Systems, Inc. Maynard, MA). Mr. Fay is responsible for RMS product development. Senior Associate of Firepro Inc., a fire consulting firm specializing in fire safe building design, forensic reconstruction, and fire department consulting services. Mr. Fay directed fire scene documentation and reconstruction of dozens of large loss fires and co-authored management studies for several city fire departments. Assistant Superintendent and Program Chair for Management Technology at the National Fire Academy, Federal Emergency Management Agency (FEMA). The mission of the National Fire Academy is to enhance the nation's fire protection services through the development and delivery of specialized programs for fire service managers, trainers and technicians. Mr. Fay directed delivery of management training courses in the Resident Programs Division, and he developed and delivered executive development training courses for chief officers of larger departments. He also established the National Fire Academy’s microcomputer laboratory. Mr. Fay authored two college-level courses on the use of computer technology in the fire service and was responsible for the development and delivery of a national teleconference on management applications for fire service computers. Field Coordinator, International Association of Fire Chiefs Apprenticeship Program. The IAFC/IAFF Apprenticeship Program developed personnel resources through the establishment of performance standards and local programs of training. Mr. Fay traveled to fire departments nationally to help resolve obstacles to the implementation of enhanced fire fighter, EMT and paramedic training programs and contributed to the development and adoption of national standards for Firefighters and Emergency Medical Technicians (EMTs). Director, Emergency Medical Services and Firefighter for the Amherst, MA Fire Department, was responsible for EMS operations, supervision of EMS personnel, budget preparation and public information programming. He also served as a line firefighter. Education: BA, University of Massachusetts
Appendix B—Project Team Resumes page 10
CITYGATE ASSOCIATES, LLC DAVID C. DEROOS, MPA, CMC Mr. DeRoos is the President of Citygate Associates, LLC and former Deputy Director of the California Redevelopment Association. He earned his undergraduate degree in Political Science/Public Service (Phi Beta Kappa) from the University of California, Davis and holds a Master of Public Administration degree from the University of Southern California. Mr. DeRoos has over five years of operational experience as a local government administrator in land use planning, budgeting, and personnel, and 30 years of consulting experience performing operations and management reviews of local government functions. Prior to joining Citygate in 1991, he was a Senior Manager in the State and Local government consulting division of Ernst & Young. Relevant Experience Includes: For all Citygate projects, Mr. DeRoos reviews work products and is responsible for ensuring that each project is conducted smoothly and efficiently within the schedule and budget allocated, and that the project deliverables are in conformance to Citygate’s quality standards. Served in an oversight capacity for a Comprehensive Standards of Cover and Headquarters Staffing Adequacy Review for the City of Santa Clara. Served in an oversight capacity for a standard of cover update for the Menlo Park Fire Protection District. Served in an oversight capacity for a fire department planning study for the City of Carlsbad to include an evaluation of all aspects of the Fire Department and fire headquarters systems review; a Standard of Response Cover planning analysis (fire station and crew deployment), fire station and staffing infrastructure triggers for additional resources, if needed; and an analysis of headquarters and prevention systems. Served in an oversight capacity to conduct a Standards of Cover Assessment for the City of Orange Fire Department. Currently serving in an oversight capacity to perform a Headquarters and support functions review and strategic plan for the City of Orange Fire Department. Served in an oversight capacity for a Fire and Rescue Operations and Staffing Study for the City of Rio Rancho, NM. Currently serving in an oversight capacity to conduct a marine firefighting risk and response assets analysis for the Port of Corpus Christi, TX. Served in an oversight capacity to conduct a deployment study for the Georgetown, TX and Williamson County Emergency Service District #8 Fire Department. Served in an oversight capacity for Citygate’s Standards of Response and Master Operations Plan for Travis County Emergency Service District #6. This analysis included a review of distribution of fire stations, deployment times, and firefighter staffing. As a follow-on study, Citygate provided an incident response statistics update and analysis of relocating one of the District’s engines.
Appendix B—Project Team Resumes page 11
Served in an oversight capacity for a Master Plan and Standards of Response Cover Deployment study for the City of Surprise, AZ. This project included developing macro cost impacts and a growth strategy for the City. Served in an oversight capacity to perform a comprehensive public safety deployment and performance review of the Police and Fire Departments for the City of Glendale, AZ. Served in an oversight capacity for a Comprehensive Management Audit of the Goodyear Fire Department to evaluate: (1) effectiveness and management processes of the leadership team; (2) design and direction of the organization; and (3) organizational climate. Served in an oversight capacity for a Standards of Cover Study, Management/Administrative Assessment, and Strategic Plan for the Cosumnes Fire Department. Served in an oversight capacity for Citygate’s Standards of Response Coverage study for the City of San Diego, CA. Served in an oversight capacity for a Fire Services Deployment and Departmental Performance Audit for the Santa Barbara County Fire Department. Served in an oversight capacity for an extensive Emergency Medical Services Organizational and Operational Review of the Los Angeles County Fire Department. Served in an oversight capacity for a Standards of Response Cover deployment analysis and geo-mapping software implementation for the Sacramento Metropolitan Fire District. Served in an oversight capacity for Citygate’s Regional Fire Services Deployment Study for San Diego County, including 57 fire agencies in the County region. Citygate implemented a phased process designed to establish a blueprint for improving San Diego County’s regional fire protection and emergency medical system. Served in an oversight capacity to conduct a Fire Department Organizational Review for the City of San Jose Fire Department. Served in an oversight capacity for an update of the City of Pasadena’s Standards of Response Coverage plan. Currently assisting the Alameda County Health Care Services Agency as it redesigns and rebids EMS services in response to unprecedented fiscal pressures and emerging economics that have been driving many California EMS systems toward insolvency. Citygate’s scope also includes a review of deployment and socio-economic data, as well as state health care reimbursement reform regulations. Served in an oversight capacity for a fire and emergency services study for the El Dorado Local Agency Formation Commission to evaluate fire services
Appendix B—Project Team Resumes page 12
countywide and to provide actionable recommendations on how to ensure sustainable, adequate, and cost effective coverage. Served in an oversight capacity for a Fire Services study for the Los Angeles County Fire Department, in cooperation with the City of Santa Clarita. The study assessed the adequacy and number of present and future station locations, as well as the adequacy of revenue to support the current and planned operations. Served in an oversight capacity to execute an Independent Financial Review of Elements related to the County’s Ambulance RFP. Phase 1 consisted of evaluating the financial stability of the current Contra Costa County EMS system, while Phase 2 consisted of a financial review of bids for service received. Served in an oversight capacity for a project for the City of Oakland to conduct a comprehensive multi-hazard, all-risk fire service deployment study to analyze the City’s fire services emergency response systems, and make recommendations for improvement of adding traditional resources and alternative and adaptive deployment models. Mr. DeRoos is a member of several professional and civic associations. He has taught for the U.C. Davis Extension College and for graduate classes in Public Administration, Administrative Theory and Labor Relations for Golden Gate University, and Non Profit and Association Management for the University of Southern California. He speaks and trains frequently on the topic of Leadership, Character and Values, and has also been a speaker for the American Planning Association (APA), written for the California APA Newsletter and the California Redevelopment Journal, and has been a speaker on redevelopment, Base Closures, and related issues across the US. Mr. DeRoos holds a certificate in Public Sector Labor Management Relations from U.C. Davis, and is a Certified Management Consultant (CMC).
Appendix B—Project Team Resumes page 13
APPENDIX C
NON-COLLUSION AND NON CONFLICT OF INTEREST FORMS
APPENDIX D
OTHER REQUIRED FORMS AND INFORMATION
(INCLUDING REFERENCES, SUPPLIER INFORMATION, CONTRACTOR QUESTIONNAIRE, INSURANCE REQUIREMENTS & AGREEMENT, AND ADDENDUM 1)