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HomeMy WebLinkAbout2010-10-25 10-361 ORDERCOUNCIL ACTION Item No. f Date: October 25, 2010 Item/Subject: ORDER, Authorizing Contract Award for Performance Management Review Services of the Fire Department Responsible Department: Fire Commentary: On September 8, 2010 the City received 17 responses to its Request for Qualification for Management Review Services for the Police and Fire Departments. All submissions were reviewed by four staff members and four firms were invited to participate in an interview. The selection Committee conducting the interviews was comprised of Council Chair Stone, Councilor Bronson, Chief Cammack, Chief Gastia, Bob Farrar and Debbie Cyr. In addition to specific questions that arose from the individual proposals, the following specific areas were identified as being of greatest importance; experience and qualifications, and project methodology. On October 18, 2010, the Finance Committee reviewed the recommendation to award the contract for Performance Management Review Services of the Police Department to Emergency Services Consulting International in the amount of $30,629, plus out of pocket expenses not to exceed $5,133. During the meeting there was significant discussion among Councilors present, as to the need, timing and funding to undertake this work. As the issuance of the Request for Qualifications was directed via Council action, and due to the variety of positions taken by Councilors present, it was determined that this contract should be forwarded to the full Council for final action. It should be noted that the Council Resolve to appropriate funds for this project will be discussed earlier as a separate action. Should the Council fail to appropriate the funds for this work, consideration should be given to tabling this item indefinitely or postponing it to a date certain subject to appropriation. Interim Department Head Manager's Comments: This contract award was reviewed and recommended for approval by the Finance itte City Manager Associated Information: Order, Memo Budget Approval: Legal Approval: Introduced for X Passage First Reading Referral Finance Director '1-11� 10, City Solicitor Page _ of _ Assigned to Councilor - Bronson October 25, 2010 CI`T'Y OF BANGOR (TITLE.) Order, Authorizing Contract Award for Performance Management Review Services of the Fire Department By the City Council of the city of Bangor: ORDERED, THAT, Deborah Cyr, Finance Director is hereby authorized to execute a contract with Emergency Services Consulting International for Performance Management Review Services of the Fire Department in an amount not to exceed $35,762.00. IN CITY COUNCIL October 25, 2010 Motion Made and Seconded for Passage Motion Doubted Vote: 6-1 Councilors Voting Yes: Bronson, Gratwick, Nealley, Stone, Weston Wheeler Councilors Voting No: Palmer Councilors Absent: Blanchette & Hawes Passed CITY CLERK #10-361 _ (TiTLXs) A„rhorizing Contract Award for 'p&rfnrmance Management Review Services of th& Fir& nevartment AulPed•to Councilor �� ' To: Finance Committee Date: October 13, 2010 RE: Performance Management Review Services Bangor Police and Fire Departments Background In July, the Council passed an Order authorizing the issuance of a Request for Qualifications for Consultant Services to Review Public Safety Operations. On September 8, 2010, the City received 17 responses to its Request for Qualifications. Review Process All of the proposals were reviewed individually by the staff members of the selection committee, which included; Jeff Cammack, Debbie Cyr, Bob Farrar and Ron Gastia. It was unanimous that there was no clear front runner based on the written submissions and that individual interviews should be conducted. Accordingly, the City invited four firms to participate in an interview process for the purpose of further clarifying firm qualifications and expanding upon their original submission. On September 28th and 29th, the entire selection committee, which in addition to the staff members identified above included Council Chair Stone and Councilor Bronson interviewed Resource Management Associates, Emergency Services Consulting International (ESCI), Matrix Consulting Group and the McGrath Consulting Group. In addition, to interviewee specific questions that arose from their proposals, it was determined that the following specific areas were of greatest importance: experience and qualifications, and project methodology. The following is a summary by firm of each interview that was conducted. Resource Management Associates was represented by Chuck Hale, Dave LaFond and Sheldon Cohen, each of whom would play a role in the project. Their proposal was for to review both departments. The firm was established in 1981 and works exclusively with local government public safety departments. Their approach is to focus on the positive and make recommendations that are practical and achievable. Their methodology includes an examination of the community characteristics and external relationships, a review and assessment of contemporary standards, an evaluation of the organization, staffing, and management practices, review and evaluation of major line functions, support services functions, as well as an evaluation of facilities, equipment and apparatus. The majority of the projects highlighted seemed to focus on organizational studies and in communities with smaller operations. The timeframe for the project is estimated to be 4 months. 16 361 Emergency Services Consulting International was represented by Kent Greene, who would play a role in the project. Their proposal was to review Fire operations only. The firm was established in 1976 and has extensive experience in similar Fire departments. ESCI employs a three phase approach. Phase 1 — projection initiation involves the development of a work plan, acquisition and review of background information and gathering stakeholder input. Pjase 2 — Agency Analysis involves an organization overview, management components, personnel management, staffing, capital assets, service delivery and performance, EMS support and oversight, Hazmat and technical rescue support and response capability, training program and fire prevention/public education program. Phase 3 is the Development, Review and Delivery of the Project report. This firm has a vast amount of experience with similar size/type communities. The timeframe for the project is estimated to be 3 1h months. Matrix Consulting Group was represented by Travis Miller, who would play a role in the project. Their proposal was to review both departments. The firm was established in 2002 and has significant experience in conducting management, operations, and efficiency studies in fire and police services. This type of work represents approximately 1/2 of their business. Their methodology involves the identification of key issues impacting service levels and community needs, documentation of employee attitudes toward department, profile organization, staffing and operations, conduct an assessment of current operations evaluate operational, management and organization issues, and to develop a final report and present findings. This firm has considerable experience with similar size/type communities. The timeframe for the project is estimated to be 4 months. McGrath Consulting Group was represented by Bob Stedman, who would play a role in the project. Their proposal was to review both departments. The firm was established in 2000 and specializes in public sector consulting predominately in the fields of fire, EMS, police and human resource management. Their methodology addresses current and future issues regarding cost-effectiveness and efficiency of services/programs, leadership/management, adequate staffing levels, organization opportunities to improve services, resource needs, exploration of partnerships, and alignment of the operations with the mission and vision of that that govern the community. This is accomplished through a thorough audit of each department via on site interviews, observations, performance measurement, and determining expectations. This firm has performed numerous similar projects. The timeframe for the project is estimated to be 5 1/a months. In addition to those areas noted above there are several other ways in which the proposals were very similar. All of the proposers emphasized that we are not likely to learn anything we don't already know, that one of the keys will be to balance service levels with expectations, reality and within our fiscal ability. Recommendation This process has proven that the City attracts a number of highly qualified responses when seeking consulting services. We have a great deal of comfort that any number of the firms that responded would do an outstanding job for the City. It is the selection committee's recommendation a contract for Performance Management Review Services for the Fire Department be awarded to ESCI and that a contract for Performance Management Review Services for the Police Department be awarded to McGrath Consulting Group. Each of the firms seems to be the appropriate fit for the respective departments. While each firm utilizes a slightly different approach, it was the committee's position, that each is appropriate for the respective area. The proposed fee from ESCI is $30,629, plus out-of-pocket expenses not to exceed $5,133. The proposed fee from McGrath is $35,685 and is all inclusive.