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Agenda Request Business of the City Council City of Pearland, Texas

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Agenda Request Business of the City Council City of Pearland, Texas 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
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