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.