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HomeMy WebLinkAboutContract No. 2013 2487 PERSONAL SERVICES CONTRACT This agreement made this fourth day of January, 2013, by and between the City of Columbia Heights and Emergency Services Consulting International doing business as an Oregon corporation in Wilsonville,Oregon, hereinafter called ESCI. WITNESSETH: 1. For and in consideration of the payment, agreements, and scope of work herein attached as Attachment A to be made and performed,Client and ESCI hereby agree to commence and complete the consultation, to provide the work described, and comply with the terms of the contract to conduct a Shared Services Study. 2. ESCI will furnish labor, materials, and other services necessary to complete the Project for Client, and Client shall provide to ESCI the information, data, and assistance required as specified in the attached scope of work. 3. Fees: The Client shall pay ESCI a sum not to exceed Thirty Thousand Four Hundred and Eleven Dollars($30,411)including expenses. Client shall pay ESCI according to the following schedule: A. 10%due at contract signing B. Monthly payments as work progresses C. Payment shall be made within 30 days of receipt of invoice 4. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators,successors,and assigns. 5. The laws of Minnesota shall govern this agreement. 6. ESCI shall comply with all federal,state,and local laws applicable to the work under this agreement. 7. Termination. Client may terminate this agreement for any reason upon thirty (30) days written notice to ESCI. Payment for all work and expenses shall be due immediately upon termination by Client. 8. Amendment. This agreement may be amended by mutual written agreement of all parties. 9. Independent Contractor. ESCI is engaged as an independent contractor and will be responsible for any federal or state taxes applicable to the payments under this agreement. ESCI is not currently employed by Client and will not be under the direct control of Client. Because ESCI is an independent contractor, Client will not be liable for any tax withholding, social security payments, state workers' compensation insurance, unemployment insurance, retirement system payments, or other similar expenses normally payable on behalf of employees of Client. 10. Indemnification. ESCI agrees to indemnify, defend, and hold harmless Client and its officers, agents and employees, from and against any and all claims, losses, actions, or judgments for damages or injury to persons or property arising out of or in connection with the acts and/or any performances or activities of ESCI,ESCPs agents, employees,or representatives under this Agreement. 11. Attorney Fees. If suit, action, or arbitration is brought either directly or indirectly to enforce the terms of this agreement, the prevailing party shall recover, and the losing party hereby agrees to pay, reasonable attorney's fees incurred in such proceeding,in the trial and appellate courts, as well as costs and disbursements as ordered by a court of competent jurisdiction. 12. This agreement is an integrated writing, executed by the parties after negotiation and discussions of all material provisions. None of the parties to this agreement have relied upon inducements, concessions,or representations of fact,except as set forth in this agreement. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials,the agreement in two (2) copies, each of which shall be deemed an original, on the first date written above. City of Columbia Heights B Title: f"� Y Date: Slgnatu e Emergency Services Consulting International B L Title: � � Date: nature ESCI Project:Shared Services Study Page 2 Columbia Heights,Minnesota Attachment A Scope of Work Feasibility Study for Shared or Cooperative Fire and Emergency Services Phase l:Project Initiation Task 1-A: Proiect Initiation&Development of Work Plan ESCI will converse with the management teams of the various governments and organizations involved in the study or their project liaisons to gain a comprehensive understanding of the organizations' backgrounds, goals, and expectations for the project. ESCI's project manager will develop and refine a proposed work plan that will guide the project team.This work plan shall be developed identifying: • Primary tasks to be performed • Person(s) responsible for each task • Time table for each task to be completed • Method of evaluating results • Resources to be utilized • Possible obstacles or problem areas associated with the accomplishment of each task This meeting will also help to establish working relationships, make logistical arrangements, determine an appropriate line of communications,and finalize contractual arrangements. Task 1-13:Acquisition&Review of Background Information ESCI will request the following information and data from each organization's assigned project manager. This data will be used extensively in the analysis and development of the project documents. The data and information relevant to this project will include,but not be limited to,the following: • Financial data,including debt information, long-range financial plans and projections • Department administrative policies and procedures • Standard Operating Guidelines (SOGs)and service delivery practices • Facilities and apparatus inventories • Automatic and mutual aid agreements • Records management data, including National Fire Incident Reporting System (NFIRS) incident data • Computer-Aided Dispatch (CAD)incident records • Local Geographic Information Systems(GIS)data,where available Task 1-C:Stakeholder Input The ESCI project team will conduct site visits in each community and department for the purpose of conducting interviews with,and gathering information from, key personnel including: • Elected or appointed officials • Fire department managers and other key staff • Finance function managers • Others as they may contribute to this project The project team will interview key stakeholders of each organization associated with this study. From these interviews, ESCI will obtain additional perspective on operational, economic, and policy issues facing the agencies. In addition,the project team will learn more about availability of the requested data necessary to meet projected goals. ESCI Project:Shared Services Study Page 3 Columbia Heights,Minnesota Phase II:Evaluation of Current Conditions The initial phases of the study focus on a baseline assessment of the current organizational conditions and current service performance of each agency and the study area as a whole. ESCI will conduct an organizational evaluation of the departments based on the elements included in the following tasks.The purpose of this evaluation is to assess the agencies' operations in comparison to industry standards and best practices,as well as to create a benchmark against which the options for future service delivery can be measured. Task 2-A:Orkranization Overview An overview of each organization and community will be developed discussing: • Service area population and demographics • History,formation,and general description of the fire agencies • Description of the current service delivery infrastructure • Governance and lines of authority • Foundational policy documents • Organizational design • Operating budget,funding,fees,taxation,and financial resources Task 2-C:Capital Assets and Capital Improvement Programs ESCI will review status of current major capital assets (facilities and apparatus) and analyze the existing condition of these assets and their viability for continued use in future service delivery, including: Facilities—Tour and make observations in areas related to station efficiency and functionality. Items to be contained in the report include: • Design • Construction • Safety • Environmental issues • Code compliance • Staff facilities • Efficiency • Future viability Apparatus/Vehicles-Items to be reviewed include: • Age,condition,and serviceability • Distribution and deployment • Maintenance programs Task 2-D:StafFiniz and Personnel Management ESCI will review each department's staffing levels.Areas to be considered include: • Review and evaluate operational staffing levels • Review staff allocation to various functions and divisions • Analyze current staffing performance for incidents • Application and recruitment processes • Testing, measuring, and promotion processes • Member retention efforts and programs ESCI Project:Shared Services Study Page 4 Columbia Heights,Minnesota Task 2-E:Service Delivery and Performance ESCI will review and make observations in areas specifically involved in, or affecting, service levels and performance of the departments, either individually or when operating in concert with one another in the study area (the collective jurisdiction of all organizations included in the study). Areas to be reviewed shall include, but not necessarily be limited to: • Demand Study • Analysis of current service demand by incident type and temporal variation for each organization • Analysis and geographic display of current service demand density within the overall study area • Distribution Study ■ Overview of the current facility and apparatus deployment strategy, analyzed through Geographical Information Systems software, with identification of service gaps and redundancies. This distribution study will be conducted for the study area as a whole, with all existing facilities included in the analysis. • Performance Summary ■ Analysis of actual system response time performance,analyzed by individual companies (to the extent data is available). Performance analysis will be conducted for each jurisdiction individually and for the study area as a whole. • Existing mutual and automatic aid systems Task 2-F:Support Programs ESCI will review and make overall observations involving support programs within each organization for the critical areas of training, life safety services, and communications. Items to be reviewed include: Training • General training competencies • Training administration • Training schedules • Training facilities • Training recordkeeping Life Safety Services(Fire Prevention) • Code enforcement activities • New construction inspection and involvement • General inspection program • Fire and Life-Safety public education programs • Fire investigation programs • Pre-incident planning • Statistical collection and analysis Phase Hl: Opportunities for Cooperative Efforts ESCI will use the completed evaluation of each agency to identify opportunities and feasibility for cooperative efforts.The ESCI project team will identify areas of duplication that can be reduced through consolidation efforts, as well as potential service improvements that can be accomplished. Items in this section of the report include but are not limited to the areas listed below. The detailed information ESCI Project:Shared Services Study Page 5 Columbia Heights,Minnesota provides department heads and elected officials with the information necessary to make important decisions regarding emergency services consolidation. Included are: Task 3-A: General Partnering Strateeies The various partnering strategies are described, beginning with a do-nothing approach and ending with complete consolidation of the agencies into a new emergency service provider. The following alternatives will be evaluated and discussed: • Complete autonomy • Advanced auto aid systems • Functional consolidation • Operational consolidation • Legal unification or merger Task 3-13:Facility and Deployment Options ESCI will develop feasible option(s) for resource deployment that will maintain or improve the region's level of service as a whole. This may include, but is not necessarily limited to,specific options regarding: • Relocations of existing facilities • General locations of future necessary fire stations • Selection and deployment of apparatus by type • Deployment of operations personnel Task 3-C: Options for Shared Services The study takes into account the many shared issues that face each agency,and how such matters affect the effort to construct a regional model for efficient service. These issues are identified and analyzed. Within each presented option for shared services, ESCI will evaluate and discuss the following: • Level of cooperation • Estimated timeline for completion • Affected section, i.e.Administration,Operations,Support Services • Affected stakeholders • Objective of strategy • Summary of strategy • Guidance • Fiscal considerations • Social considerations • Policy actions Task 3-D: Fiscal Analysis ESCI uses computer-driven model budgets for each agency to allow a comparative examination of the actual public costs for each fire agency,and as a tool for analyzing the financial effects of any type of consolidation or cooperative effort. Budget modeling is also used to measure the effects of the proposed change(s). Funding mechanisms are identified and comprehensive financial outcomes are provided for each consolidation strategy offered. • Review and analyze department budgets and revenues • Review separate budgets • Develop projected consolidated budget extending to a minimum of five years • Identify financial issues of consolidation • Identify areas of short and long-term savings and costs ESCI Project:Shared Services Study Page 6 Columbia Heights,Minnesota Fiscal analysis is an important component of the emergency services evaluation. Long-term survival of an emergency services system requires that the system be adequately funded. ESCI determines the fiscal state of each agency, and develops recommendations on improving the financial resources available for emergency services. All recommendations are consistent with the municipalities' financial capability to provide adequate, cost effective services to citizens. In addition, budgeting practices are thoroughly examined,and alternate methodologies may be suggested. In addition to the fiscal state evaluation of each agency, ESCI will present an evaluation of various funding alternatives to assist the region in the sharing of the cost of providing any consolidated or merged emergency services.Presented alternatives will include,but not necessarily be limited to,the following: • Funding based on: • Redirected funds • Charitable foundations • Mill levy • Cost allocation based on: • Area • Assessed value • Deployment • Service demand • Fixed rate • Population • Multiple variables Task 3-E: Findings,Recommendations,and Plan of Implementation Any cooperative venture among the agencies presents the organizational leaders with a series of challenges. Successful implementation of this proposal will require that significant matters be addressed regardless of which form of consolidation is chosen. Those issues will be identified here. • Findings • Feasibility of each option will be presented • Preferred Option ■ The preferred option or options will be presented and discussed at length • Policy Action ■ Necessary policy action by the elected bodies will be described. In addition, a general description of the operating procedures necessary to initiate shared services will be provided. • Timelines ■ The recommendations outlined in this section provide general completion timelines offered to guide the agencies in developing a more detailed listing during the formal planning process • Process Issues ■ Strategic planning, legal considerations, management and governance, funding and other issues will be provided in detail ESCI Project:Shared Services Study Page 7 Columbia Heights,Minnesota Phase IV:Development, Review, and Delivery of Final Project Report Task 4-A:Development and Review of Draft Proiect Report ESCI will develop and produce one copy of a draft version of the written report for review by each agency. Client feedback is a critical part of this project and adequate opportunity will be provided for review and discussion of the draft report prior to finalization through the use of web-based conferencing.The report will include: • Detailed narrative analysis of each report component structured in easy-to-read sections and accompanied by explanatory support to encourage understanding by both staff and civilian readers • Clearly designated recommendations highlighted for easy reference and cataloged as necessary in a report appendix • Supportive charts,graphs,and diagrams,where appropriate • Supportive maps,utilizing GIS analysis as necessary Task 4-8: Delivery and Presentation of Final Proiect Report ESCI will complete any necessary revisions of the draft and produce three publication-quality bound, final versions of the written report for each organization, along with an electronic version in pdf file format. A formal presentation of the project report will be made by ESCI project team member(s) to a joint meeting of the community leaders and/or organizations included in this study. The presentation will include the following: • A summary of the nature of the report, the methods of analysis, the primary findings, and critical recommendations • Supportive audio-visual presentation • Review and explanation of primary supportive charts, graphs, diagrams, and maps, where appropriate • Opportunity for questions and answers,as needed • All presentation materials, files, graphics, and written material will be provided to the client at the conclusion of the presentation(s) ESCI Project:Shared Services Study Page g Columbia Heights,Minnesota Feb 25 13 0':59r o 1 11 t s C o Trr D e v De (71531 706-31371 Lj DAIE(MMA>011 IV",Y ' IABILI INSURANCE A CERTIFICATE Or L I I I THE CERMrICATE HULDER. T THIS GrzRI(IFIQATE 18 j&;U!:D pi3 A 11AATTFR OF: INPORMArON ONLY AND CONFER NO RIGHT'S UPON �,­; CEij-r,riC,k- I OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED End Y TRE P-OLI^IE j5 NOT AFFIRMATIVELY CONsTRWE A CONTRACT SC-n'�'_LEN THE lnulNCt INSfIRIER(Sli, AUTHORIZED LOW� THIS CERTIFICATE OF INSURANCE DOES NOT REPRESENTATIVE OR PRODUCER,AN011HE CERTIFi�ATEHOLDER. AMON IS WAIVED,subject to—I cy ^rq (lust be endorsed. If SUBROGATION If the Ced—_ VIC- P fil! the terms acid conditijosxf the pcl^zy,ccrIa"n V�Pivjp%m-iy require an endorsement A statement on this certificate does not confer. tights iLo the J'WNTA NAa. Kelly McCorkle NO No: WRA Tn_gvirance AD 1?()30 Chad Drive r!!!!7 INSURERS)AFFORDINL.-:,uVER?_Ga vo Box 1421 Co OR 97440-1421 MSURERA:Philaxielk�"'ia Sr 17-aene INSURER B;- lNS.R.. Services Consulting International Emergency 125200 SW parkway Avenue #3 KSU RER D I i 7SUi+tiw _-D OR 97070 Wit anville :2013 REVISION NUM5F-R: (,ERT iFiCA7 E k4UM0 �OLICY PERIOD COVERAGES -VV.Tnj rf3F­ T TO I�ACH�'S RE,01ki HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE F THIS 15 TO CERfil'I I HA t I C, IN,DIC"n-E). r � atJDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR UYHER U0,,1JlVIE6F1 -D OR MAY PERTAIN,THE IN�iURANCL AFFORD LC ff,(";`j4r FOLICIES UFS!'RIRJEP H- FREIN jS SUBJECT TO ALL THE TERMS, LIMITS CERTIFICATE MAY BE ISSUED mAY HAVE BEEN REDUCED BY PAID CLAJMS- '�H"',NN y EXCLUSIONSANC)CCNI) ADOLSUBR I Pou 'y Icy FxP LIMITS :L D C,L*. TYPE 0V IHSURAN�E LTR EACH OCCURRENCE uau Dow c,ENERAL�ikTILI-1 G 0 1111/2913 /l/2014 1E1 E,11(Any one person) 6-C;D808523 C,c 3 A PERSONAL AUV INJURY .15 — GENERAL AGGREGATE -�,cloc,3010 ---V -, i',(' PRODUGI`15-COMPIOP-GG "AITAPIP1-­ZPFRr F SINGLE LELI IT fit 7LvrAoEiiLE UABIUTY I AN 1Tn __j All OMED SCHEDULED 3DU014h23 A1IT11 FX- r PROs ERTY QAMACE S I--,I HIRED AUTOS X I AUTOS NON-OWN6D I 1H . .......... $ 00 —7-XTI;RRELLA LIAR 1__j OCCUR S 21000,0ool t__Lj rzxcFss MAB 10,00 WIMSM ADE 11/1/2013 [I/l/201. VVTCS7_�TATU- 6 LDED] -TENTtONS _LXJI RE x ER WORNERSCOTOPEUSAInON I E.L.EA"CH ACCIDENT $ Boo 000 —c"M ny RSLlABILITY YiNi I - -_ - ---]- ANY PROPRIE MPARTNEWEKSCUTNE NIA[ 1/1/2013 -/-01- FETosi-sPi-EA EMFIJOI�E4 Soo,DOO C.7­-C_­.,­��, B if .500 -0001 - - (�;md;ilory in NH) USE,4LE-POLICY' S1 ROtIONJJ!f OPERATIONS below Annual Anpregate $2,000,0001 111112013 611/2014 1 Eaah Claim, $2,000,0001 t A I ProfessiOnal Liability r -nONS I VEHICLE$JArach AGORD 101,Additional Remarks Schedule,It more space IS reqUired)additional Sjiare-(1 services Study for Certificate holder is named as addtXonal iT1511red ia !�egarau the City of Columbia Heights F�-=O D`eP"'t=`akt I Tt "ERTIFICATE HOLDER m. �tjyivtl n ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, N00,E *ViLL BE DELojEREr 114 city Columbia Veights Ai-CORDANCE li%C.14 TH'�POL'Cy PRCV,5r*5 550 A:renoe, V-7 REpRESUI4 TAn colijmbia Heights, MR 55421 VE lJeffrey Griffin/r ZO I RD 25!I,I 2U10A)5) @j9a8-2010Ac6_RD CORPORATION, Ali rights reserved. 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