HomeMy WebLinkAbout1995-11-20 96-33 ORDERCOUNCIL ACTION
Date: 11-20-95 Item No 96-33
Item/Subject: ORDER, Authorizing a Transfer from the General Fund
Contingency Account for Professional Assistance in
Evaluating Additional Auras of Fire Service
Cooperation
Responsible Department: City Manager
Commentary: The attached Order would provide the City of Bangor's
share ($10,000) of the estimated $90,000 coat of a professional
evaluation of areas of possible enhanced cooperation in the
provision of regional fire and related emergency services. The
intent of this effort will be to identify areas where such
cooperation will enhance the delivery of such services while
holding down or reducing costa. in addition, we anticipate that
each comnuaLty will be provided with a separate evaluation of their
department which can be used for internal planning and budgeting
purposes. we anticipate that this will be a joint effort of the
communities of Bangor, Brewer, Old Town and Orono.
I would recommend your approval
Manager's Comments:
!'TTY MANAT
Associated Information:
Order
Budget Approval:
�k og vav
_. FINANCE TOR
Legal approval
RTV GOTTrrT p
—I,nirodaced For
Passaqe
First Reading Page of
Referral
96-33
Aeupped to Commuter Blanchette November 20, 1995
CITY OF BANGOR
(TITLE) (orb"o Authorising a Transfer from the General Bund ,.
Contingency Account for professional Assistance in Evaluating
Additional Areas of Fire Service Cooperation
By tde ate Comuil of City ofBo*Mo+ -
OBD&BSD,
TUT the amount of $10,000 is hereby transferred from the
General Fund Contingency account to Account Number 3101-73010600 which
represents the City of Bangor's share of the anticipated cost of
professional assistance in evaluating areas of fire service
cooperation.
IN CIYT COUNCIL
November 20, 1995
Passed
Vote: ] yes, I no, I absent
Councilors voting yes: salaacci,
glanchette,Frankel, been,soucy,'
Sullivan 6 Woodcock
Councilors voting no: Popper
Councilor Absent: Tyler
CITY CLERK
96-33
DR DER
Title, Authorizing a Transfer from the
General Fund Contingency Account for
Professional Assistance in Evaluating
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Cooperation
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Councilman
CITY OF BANGOR
PURCHASING DEPARTMENT
CITY HALL ]3 HARLOW STREET
IJANGOR, MAINE 04401
TEL (207)94&4420 EXT. 308
On Behalf Of The Communities Of
Bangor, Brewer, Old Town And Orono
January, 1, 1996
REQDEST FOR PROPOSALS
F]RE SERVICES CONSDLTANT
96-33
The City of Bangor, on behnfofitself add the municipalities of Brewer, Old Town and
Orono (hereinafter "Municipalities") seek proposals from consultants to perform a regionalization
study encompassing Bre protection, emergency medical, and related services.
The purpose of this study is to review the currem operation of the four fire services ofthe
communities in order to identify methods and techniques of enhancing cooperation and
co ardhution among the communities to insure continued and improved levels of emergency
services wine identifying cooperative methods which can be employed to reduce the cost of
emergency services or hold down fmum con increases. The study shall examine a full range of
cooperative efforts including such items as cooperative purchasing, shared equipment, enhanced
named aid, ve^ gprograms, fortmond consolidation ofcarbon services where each community
maintains its coin identify, and the feasibility and issues involved in two or more communities
joining mgmber to provide a single fire service.
ODdECfiy&S OF FEASIBII= STCDY:
The results of this study will be used by the four communities injudging the fessbility of
prepariug, orgaviaing developing and implementing a &e and emergency medical savioes plan
for ell agencies, or a portion thereof.
The focus of the study is to be based on what will be in the best interest of the public being
served.
®STORICAL DATA:
Briefly trace the development of fire and rescue protection efforts of all four communities.
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96-33
Develop an analysis ofpressm resources available to meet emergency services
requirements, including an inventory of both manpower and equipment and its distribution
throughout the four communities. Provide separate audits of each department identifying
departmental strengtha a l weakness' and providing recommendation to the matmgement and
governing bodies of the respective communities.
kTKO➢ a[U o[d IpU1'
To surveythe operations of four departments, call loads, response times, equipmerd,
facilities and manpower regarding potential cooperation within all fire department operations (i.e.,
suppression, code enforcemenS fire prevention, fire safety education, emergency medical services,
training, vehicle maivtemmm em.)
Developing proposed policies and/or orguoiaetion chats governing areas of feasible
cooperation and outdoing possible relationships and organization structures, bearing m mind the
orgamemorw commitment offer commodities.
This Study shall be done presenting three methods:
1. Shared services
2. Functional consolidation
3. Consulate consolidatioNmerger into a Fire District.
This study should include methods of funding and alternate funding methods.
This study should address the feet that comsolidatioNmerger should be done only Fthe
need is justified, cost effective, and provides a more efficient service within the financial resources
of the municipalities involved, while taking into account other factors which may affect the
feasibility of such an approach send consideration of other cooperative ventures whdcis may,
accomplish the same goals.
The Study shell identify, areas ofdupfication which may include, but net be limited m, the
following:
1. Purchasing
2. Supplies
3. Training and training facilities
4. Operational overlays
5. Number and location of fire stations
6. Number and types ofappamtus, including ambulances.
7. - CommmicetionsT ispaich.
S. Stung Panama
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96-33
The study should allow for fimre expansion of cooperative ventures to bordering
communities.
The person or firm conducting the study shall present a draft report for review and
approval before Incantation of the final report.
ANALYSIS OF CURRENT SITUATION:
The following should he answered:
L Is a makijurisdictioral approach feasible and appropriate in all arses orjud certain
functions?
2. Are there my unforeseen issues or obstacles that may develop from within or
without that could affect the development of more coopermive system?
The final report shall be delivered to the cooperative Fire Advisory Committee, care of the
City Manager, City of Bangor, Bangor City Ball, 73 Harlow Street, Burger, Maine 09401 no
later than 4:00 PM on the seventy-fifth (75) day after notice to proceed. No fewer then eight (8)
copies shall be submitted.
SCOPE OF SERVICES AND ADDMONAL TERMS AND CONDITIONS
Project Title: Planning for Reegioonal Fre and Emergency Rescue service.
Project Participants: The Municipalities ofBangor, Brewer, Old Tovm and Orono
Project Objeetives: Tbeobjec soft projMistoplanfortheestabUshmentofaregiomd
approach to fire/emergency rescue service to serve the four participating towns.
Work Program: -
The Communities shalt: Establish project advisory wmmittee composed of the manager
or administrator and fire chief (or designee) from each community to oversee the conduct of this
Project
Provide the consultam(s) with the necessary background information to conduct [Iris
Project, including but trot limited to, information on financing staffing, operations, facJities,
communications, priority capital needs, and priority operational needs.
Provide access for the coraultam(s) to conduct surveys and/or interviews relating to
project aims and goals.
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96-33
Examine the legal; financial, governance, and operations issues attendant to the creation of
a regional department.
The project advisory committec shall prepare a policy statement which shall serve as the
basis of regional agreement for Nose municipalities in the project that express an interest in
esmblishingacooperetive regional service. Special absence shell be paid to insuring adequate
representation on my governance structure established to oversee and advise the cooperative
regional service and equitable financing arrangements for the participating towns ifrequhed.
The project advisory committee shall design a plan for the dissemination of the policy
statement, project report findings and recommendations to the persomred in the four affectai fire
departments and to the public at large. Should only certain services or functions be recommended
for extended cooperation or consolidation (e.g., communications curter, specialized equipment)
the policy statement and immonation Nesemimtion requirements would apply only to these
servlces/fanchons proposed to be shared. Should one or more municipalities choose not to
participate in the development ofihe policy statement, Nese requhmtmts would remain in effect
for the municipalities remaining in the project.
If necessary, the project advisory committee shell specifically identify my issues regarding
additional examination and analysis prior to proceeding with the extended
cooperaiton/mmolida6on pin.
Should three or more towns agree that extensive cooperation/consolidation is nota
feasible option at this time, the project advisory committee shall prepare an addendum to the
consultangs findings and recommendations, specifying the impedimenta, whether local or affected
by current state law, which they believe continue the most significant barriers to fire department
cooperation/consolidation.
Review and, if necessary, revise the work schedule submitted by the consultmt(s)
Prepare additional progress reports as may be ralubed by the comrmurities.
Pre-Promsal Conference
A pre -proposal confanme will be held at 10.00 W Thursday January 11, 1996 in the
third Floor conference room a Bangar City Hall, 73 Harlow Street, Burger, Maine. The purpose
of the mewing will be to review the request for proposals and the service contract and to answer
any questions and review any requested changes. Attendance at the conference is recommended
but not a requirement for submitting a proposal.
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96-33
If my person contemplating submitting a proposal is in doubt as W the meaning of any part
of the specifications, he/she may request either a verbal or written interpretation from David N.
Pellegrino, Purchasing Agent no later than Jamary 16, 1996. However, only written
interpretations will be considered a part of these specifications, and airy written interpretation
submitted by one prospective proposer will be made a part oftlmse specifications and wig be
issued as an addendum and sent to all prospective proposers to whom specifications have been
provided.
a. All proposas shag be signed in ink by the authorized principals of de firm.
b, Eight (8) copies of each proposal shall be rebound in a sealed emrelope cleady marked
'FIRE SERVICE CONSULTANT PROPOSAL".
c. Proposals must be received in the Purchasing Department no later than 2:00 PM,
Wednesday, laniary 24, 1996, Firms; mailing thein proposals almuld allow for normal
mail time to ensure recaps of their proposals by the Purchasing Department prior to the
time and date fixed for the opening ofthe Proposals. Proposals or unsolicited
amendments to proposals, received by the City, atter the opening data vO not be
considered. Proposals will be publicly opened and made available to the public.
a. AR proposals submitted shell be valid for a odninmm period of ninety (90) calendar
days following the date established for the opening.
b. Proposals may be withdrawn on written request from the proposer at the address
shown is the solicitation p for to the time of opening.
c. Negligence on the post of Ne proposer m preparing the proposal comers no right of
withdrawal after the time fixed for the opening of the Proposals.
a, The Municipalities will am be responsible for airy expenses incurred by a firm in
preparing and submitting a proposal. All Proposals shell provide a straight forward,
concise defineation of the fims's capabilities to satisfy the requirements of this
invitation. Fmphasis should be on completeness and clarity ofcornevt.
b. The contents ofthe proposal submitted by the successful firm and this invitation for
proposalwNbecomeapartofarrycmtraaawardmamadtofthiasohcnafion The
successful fnm MR be contacted by a designated representative of the communities and
notified of the acceptance of their proposal.
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96-33
c. The Municipalities noted bereiv reserve the right to reject any or all proposals, to
accept a higher cost proposal, and reserve the right to negotiate changes in a proposal
when it is deemed to be in the best interest of the Municipalities. The Municipalities
are sole judge as to the mon advantageous proposal.
PROPOSAL PREPARATION
Proposals should include the following items as a minimum and sball be written and
presentodintbefallowingfomut Please use the headings presented below for the organization
of responses. Respondents shall address each item and provide a sufficient level of detail to
enable evaluation of the proposal.
a. Fire Services Conaulhnt- Provide abrief description and history of the individual(s)
or company that is proposing services. Please include resume" or the background of
the pr ampals of the firm.
E. Overview ofFronnsal -Present a statement which clearly describes the services
proposed. Provide a detailed Overview of how the study and services will be
implemented.
c. Proposed Fee and Cost for Each Service to be Provided - Quote the amount
Proposed as compensation for providing the consultant services required.
d. Previous Experience/Qualifications- List other groups of municipalities where
similar services were provided. Lin the names of the municipalities, and enough detail
about the services provided to enable a comparison with the services required herein.
Also Est the name, address, and telephone number of individuals familiar with the
services proposed. (Thu irJornaation should give the Municipalities an understanding
of the respondents ability to provide the services proposed)
e. Participants in Frovidine Service Retained - Identify each participant involved in
providing the consultant services. Identify their role axed give an overview of their
previous experience. The purpose for requesting this information is to give he
Municipalities an understanding of qualifications of the individuals who will be
responsible for each dement ofthe services proposed.
EVALUATION OF PROPOSALS
Evaluation of proposals will be made in what will be determined to be in the best inherent of
the Municipalities, talking into consideration, but not limited to the following factors:
a. Cost ofproposed services;
It. Ability to perform services (i.e. repute[ions, service mpabilities and experience); and
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96-33
c. Past experience of the proposer, including references (in satisfaction ofcurreat and
former clients).
d. Direct expeneace ofpersotmel assigned to the study as managers in Fire Service
Organizations of a regional mature or with strong cooperative relationships as well as
direct experierre in performing studies of this nature.
BASIS OF AWARD
Award of a contact will be based on the factors indicated above. The overall best interests
of the Municipalities will weigh heavily in the gelation of the successfbi proposal. Award will not
necessarily be made to the proposer offving the lowest cost.
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