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HomeMy WebLinkAboutBozeman Master Plan Proposal FINAL Proposal for Comprehensive Fire Protection Master Plan Bozeman Fire Department September 30, 2016 Fire Protection Master Plan Bozeman Fire Department 2016 Page i LETTER OF SUBMITTAL September 30, 2016 Josh Waldo, Fire Chief Bozeman Fire Department P.O. Box 1230 Bozeman, MT 59771 Dear Chief Waldo, Emergency Services Consulting International (ESCI) is pleased to submit the following proposal to complete a Comprehensive Fire Protection Master Plan for the City of Bozeman Fire Department, as detailed in your Request for Proposals. We recognize the importance of this project and appreciate your consideration of our proposal. As you know, ESCI has been completing successful fire department and emergency service projects since 1976, and has a working knowledge and understanding of contemporary fire service and EMS organizations. Master planning is viewed as one of the most important foundational elements that every fire department should have in place. We have developed a scope of work that addresses the Master Planning process that we understand your department is looking for. In doing so, we have modified the scope of work that is offered to align with and complement future study initiatives that include strategic planning and standards of cover development. ESCI is your best choice because: • All of our associates are fire and EMS professionals with extensive field experience • ESCI exclusively offers fire and EMS consulting, we are not local government generalists that complete fire and EMS work as a sideline • Our company founder, Chief Jack Snook wrote the book Recruiting, Training and Maintaining Volunteer Fire Fighters, and Making the Pieces Fit: Cooperative Service through Consolidations, Mergers and Contracts. The books are considered to be the definitive text on the subjects. • ESCI is committed to providing results On time, on budget, and with quality We appreciate your consideration of our proposal and look forward to working with the Bozeman Fire Department in this important endeavor. If you have any questions, please do not hesitate to contact me at 800-757-3724. Sincerely, Lane Wintermute Senior Consultant Fire Protection Master Plan Bozeman Fire Department 2016 1 SECTION I – STATEMENT OF UNDERSTANDING PROJECT UNDERSTANDING AND METHODOLOGY Understanding of Project Opportunities and Challenges ESCI has worked with hundreds of fire departments and emergency services providers and is keenly aware of the struggles currently facing these organizations. With the many changes facing today’s fire departments, a comprehensive long range vision toward the future is essential. The Bozeman Fire Department has recognized this important need by seeking the completion of a Comprehensive Fire Protection Master Plan. With ESCI’s experience working with agencies in Montana and across the U.S. and Canada, we bring a broadly knowledgeable perspective with which to help guide the organization into the future. ESCI understands that the intent of this project is to provide an unbiased, third-party evaluation of the current fire district and to return a detailed analysis and evaluation of services provided along with recommendations for increased efficiency and effectiveness. We believe that the detailed scope of work included with this proposal accomplishes those tasks in an ordered and methodical way and are sure that the recommendations given to policymakers will be supported by industry standards, benchmarks and/or best practices. Methodology ESCI’s methodology reflects our understanding of your expectations and our experience in working with fire protection agencies in communities of similar size and character throughout North America. Key elements of ESCI’s methodology include: • A clear understanding of the project background, goals and objectives, and the complex issues that must be addressed. • A comprehensive, well designed, and practical work plan that provides opportunities for stakeholder input. • The utilization of the latest web-based communications technology, computer modeling, and geographic information systems (GIS). • The commitment of sufficient professional resources and an ability to complete the project successfully meeting or exceeding the outlined scope and deliverables within the desired period at a reasonable cost. • The production of a written report that provides systematic observation, analysis, and recommendations for all components and organizational systems. ESCI employs ArcMap®, the most widely used product among local governments for GIS. ESCI performs statistical and analytical analysis of current and projected service demands, response time performance analysis, workload analysis, station location, and travel time modeling utilizing additional tools such as Network Analyst, 3D Analyst, and Spatial Analyst. These tools, along with the considerable expertise of our consultants and staff, allow for the most advanced analysis available within the public safety field. ESCI has established a model for analyzing the performance of fire companies both by means of conventional data analysis (temporal and workload analysis), as well as through the use of GIS (geographic analysis by fire management zone). Our analysis techniques primarily involve the use of geocoded CAD (computer-aided dispatch) data or NFIRS (National Fire Incident Reporting System) records, along with travel time modeling. Fire Protection Master Plan Bozeman Fire Department 2016 2 ESCI’s use of these products is intended to facilitate the ability of our clients or their GIS divisions to continue with the processes of performance analysis and projection after ESCI completes its study, in most cases without the need for purchasing or learning new software platforms. When the study is completed, ESCI provides the data sets and all ArcMap® feature data that were used or developed during the study to the client for future use. Effective Project Coordination and Management During engagement, all work progress is measured against a work plan, timetable, budget, and deliverables. During the project, team members confer frequently to discuss progress as well as new or unanticipated issues. Our project management methodology ensures that services and activities are efficiently conducted and are focused, coordinated, and logical. All project team members are available for the duration of the project. The selection and experience of the project manager is important to the success of this project. The ESCI project manager will: • Assist in the development and coordination of a project work plan. • Have the ability to work closely with the Bozeman Fire Department representatives. • Facilitate project team meetings to share project findings and ideas. • Provide direction based on experience in similar situations and knowledge of the Departments’ capabilities and requirements. SECTION II – TECHNICAL CAPABILITIES PROFILE OF THE PROPOSING FIRM ESCI CAPABILITIES Emergency Services Consulting International (ESCI) is an international firm providing specialized, high quality, professional fire, police, communications, and EMS consulting services to organizations throughout the United States and Canada. ESCI has been meeting the needs of emergency services agencies since 1976 and is considered by many to be the nation’s leader in emergency services consulting. Utilizing a staff of three personnel and over 40 consultants nationwide, ESCI provides consulting services to municipalities, districts, nonprofit organizations, and the industrial and commercial community. ESCI is recognized as an expert in the field by the emergency service community. This is confirmed by our ongoing relationship with the International Association of Fire Chiefs (IAFC), the Western Fire Chiefs Association, the National Fallen Firefighters Foundation, the National Volunteer Fire Council, and the hundreds of clients we serve from coast to coast. ESCI at a Glance Mission: Provide Expertise and Guidance that Enhances Community Safety Our Vision: ESCI will be the Trusted Advisor of Choice for Both Public and Private Entities Seeking Public Safety Consulting and Outsourced Management Services. We will be an Innovative Organization with a Reputation for Excellence and Service. Established in 1976 Headquartered in Wilsonville, Oregon; with branch offices in Lantana, Texas; and Fairfax, Virginia Extensive fire and EMS consulting throughout the US and Canada Three employees, over 40 expert field consultants Fire Protection Master Plan Bozeman Fire Department 2016 3 Since the beginning, ESCI has operated on the principles of honesty, integrity, and service. ESCI’s philosophy is to maintain an active involvement within the emergency service disciplines and related fields, staying ahead of the rapid changes and issues facing our clients. The mission of ESCI is to provide expertise and guidance that enhances community safety. We will accomplish this by providing the highest value of consulting services and educational programs. ESCI utilizes a team of professionals committed to offering highly beneficial programs covering current and anticipated fire, police, communications, emergency management, and emergency medical services issues and needs. We provide a wide array of services including organization audits and evaluations; cooperative effort and consolidation feasibility studies; health and safety evaluations; master, strategic, and growth management plans; deployment planning; executive searches; assessment centers; and customized consulting. ESCI has helped improve emergency services in hundreds of communities throughout the country. ESCI encourages creative solutions to complex system dilemmas. The firm recognizes the cultural, economic, operational, legal, and political realities of the local environment. ESCI avoids pre-conceived biases in order to develop and implement imaginative and long-lasting solutions. In addition, ESCI equips its clients with the background, understanding, and confidence to tackle future problems as they arise. All of ESCI’s associates are active practitioners in their respective fields, with many involved in highly visible and responsible national leadership positions in law enforcement and fire/rescue services. We understand your issues, challenges, responsibilities, and offer proven methods to improve your effectiveness. THE ESCI ADVANTAGE ESCI’s advantage begins with our technical expertise and capability, extends to our experienced and highly qualified staff, and concludes with a product that will enable the Bozeman Fire Department to meet the challenges of providing fire protection and emergency medical services into the future. ESCI’s team has first-hand experience in the process of analyzing emergency service providers and recommending an array of opportunities that are economically, culturally, and operationally feasible. Each team member is a specialist in fire, rescue, EMS, or related fields. The team will work collaboratively to create the best possible strategies and options for the Fire Department’s decision makers. The ESCI Advantage includes: • A clear understanding and appreciation of the complexity of the local and regional environment in Montana. Some previous clients and projects in Montana include: • Missoula Rural Fire District Master Plan • Big Sky, Montana Fire District Master Plan • Central Valley Fire District Master Plan (Belgrade, Montana) • Over 38 years of public safety consulting experience; the successful completion of hundreds of consulting engagements. Some recent projects in addition to the ones listed above involving Emergency Service Master Plans include the following: • Big Bear, California Partnering for Safer Communities Fire Protection Master Plan Bozeman Fire Department 2016 4 • Modesto, California • Georgetown, Texas • Telluride, Colorado • South Lane County, Oregon • The ability to deliver a high quality product on time and with organizational support and endorsement. • Knowledge of contemporary issues associated with delivery of emergency services. • Experience with a variety of jurisdictions including municipalities, counties, state government. • A highly skilled and knowledgeable team of professionals with skill-sets necessary to meet your expectations. To better serve our clients, ESCI maintains three regional offices. Contact information for each office and a complete organization chart are provided on the following page. ESCI OFFICES Corporate Headquarters Andrea Hobi, General Manager 25030 SW Parkway Avenue, Suite 330 Wilsonville, OR 97070 Phone: 800.757.3724 Email: info@esci.us Western Region Don Bivins, Western Regional Director 9505 NE 19th Street Vancouver, WA 98664 Phone: 360.608.1326 Email: don.bivins@esci.us Central Region Sheldon Gilbert, ESCI CEO/Regional Director Po Box 641 Argyle, TX 76226-9998 Phone: 940.453.1366 Email: sheldon.gilbert@esci.us Eastern Region Stuart McElhaney, Eastern Regional Director 5939 SE 158th Court Ocklawaha, FL 32179 Phone: 352.572.5190 Email: stuart.mcElhaney@esci.us SECTION III - ESCI KEY PERSONNEL QUALIFICATIONS & RESPONSIBILITIES Project Team Member-% of project involvement Responsibilities Lane Wintermute, Project Manager-32% Project initiation, Organizational Overview, Planning, Capital Assets, Response Standards and Targets, Future Strategies, final report development. Don Bivins, Senior Associate-32% Management Components, Staffing, Training, Fire Prevention, Future Strategies, final report development Rob Strong, GIS Analyst-42% Community Risk, Historical Response Performance, Population and Service Demand Projections, Future Strategies, final report development Office Support Team-5% Proofing and production Fire Protection Master Plan Bozeman Fire Department 2016 5 PROJECT TEAM Lane R. Wintermute - Project Manager Lane Wintermute has served as a Fire Chief for 25 years in both cities and fire districts in three states. His service began at Oregon’s Hoodland Fire District where he served for five years, rising through the ranks from Firefighter and Paramedic to Fire Chief. He was Fire Chief in the City of Astoria, OR Fire Department from 1987 to 2001, at which time he moved on to become Fire Chief for Longview, WA. He wrapped up his career as a Fire Chief in the Coeur D’Alene, Idaho area. Chief Wintermute brings strong administrative and management skills to ESCI, cultivated by strong education and experience, with strength in organizational development, human resources management, and emergency medical services. Chief Wintermute is a graduate of Oregon’s Fire Service Administrator’s Institute and holds an associate’s degree. Educational Background • Fire Service Administrator’s Institute, Eastern Oregon University, LaGrande, OR • Paramedic Training Institute, Portland, OR • Portland Community College, Associate of General Education/EMS, Portland, OR • Extensive training in fire service administration, personnel management, incident command and fire department operations and planning • National Registered EMT – Paramedic 1981 – 1988 Professional Experience • Senior Consultant, Emergency Services Consulting International • General Manager and Paramedic, Alpine Ambulance Service, Oregon • Fire Chief and Paramedic, Hoodland Fire Protection District, Oregon • Fire Chief, City of Astoria, Oregon • Fire Chief, City of Longview, Washington • Fire Chief, Northern Lakes Fire District, Idaho • 28 years of diverse experience in fire and emergency medical services • Fire Department Training Officer • Certified Paramedic 1981-1988 Relevant Experience • First Vice President and two-term Executive Board member, Oregon Fire Chiefs Association • Chair, Teams Advisory Group, Oregon State Fire Marshal’s Hazardous Materials Teams Program. • Chair, Maritime Fire Safety Association, Fire Protection Agencies Advisory Council. 1990 - 2000 • Chair, Clackamas County Fire Defense Board 1985 -1987 • Chair, Clatsop County Fire Defense Board 1989-1995 • Designated Emergency Manager in two cities Associated Professional Accomplishments • Lead management representative in numerous labor negotiations • Contract presenter for the Residential Fire Safety Institute – Residential Sprinkler Program • Published author, two trade journal articles regarding the 1987 Mt. Hood Climbing Disaster • Development of emergency management and response plans in two cities • Successful processing and conviction of a two year serial arson case Fire Protection Master Plan Bozeman Fire Department 2016 6 Don Bivins - Senior Associate Mr. Bivins has over 35 years of experience in the fire service, 28 years as a chief officer. He has served in four different fire departments and through his leadership, three of those agencies merged with their neighboring jurisdiction. The agencies he has worked for range from small combination fire districts to large career fire departments. After serving the 250,000 citizens of the Vancouver (Washington) Fire Department for 16 years, the last 11 years as the fire chief, he retired on December 31, 2010. In addition to the mergers he facilitated in his own department, Mr. Bivins has facilitated and led master plans, strategic plans, business plans, collaborative feasibility studies, and operational analyses of numerous fire departments. He has a track record of focusing on cost effectiveness and efficiency, with a reputation for building constructive labor-management relations. Mr. Bivins was appointed by Governor Gregoire to the Washington State Emergency Management Council, where he served for four years and was subsequently selected to also serve as Chairman of the Washington State Emergency Response Commission. Educational Background • Fire Services Administration Program – Eastern Oregon University • Associate of Technical Arts (Fire Science) – Tacoma Community College • Executive Fire Officer – National Fire Academy Professional Experience • Fire Chief – Vancouver Fire Department, WA (2000-2010) • *Deputy Chief, Operations – Vancouver Fire Dept., WA (1994-2000) • *Assistant Chief, Operations – Clark Co. Fire Dist. #5, WA (1988-1994) • Fire Chief – Clark Co. Fire Dist. #4, WA (1985-1988) • Assistant Chief, Operations – King Co. Fire Dist. #40, WA (1981-1985) • Firefighter & Company Officer -- King Co. Fire Dist. #40, WA (1976-1981) *Rank change due to merge with neighboring department Associated Professional Accomplishments • Led effort to merge a total of three fire agencies together in two successive processes • Led master planning effort for Clark County Fire District #4, which led to merger • Led business planning effort for Vancouver Fire Dept., implementing almost $500,000 in savings through cost avoidance and efficiencies, and increased staffing by 18 personnel • Elected to Board of Directors for Washington State Association of Fire Chiefs (WFC) • Elected by WFC Board of Directors to Executive Committee • Led effort to pass enabling legislation for Washington State Regional Fire Authorities • Governor appointment to the Washington State Emergency Management Council • Selected chair of the Washington State Emergency Response Commission (Haz-Mat emphasis) • Served as Incident Commander for four county health departments and one tribal health agency in response to H1N1 pandemic Fire Protection Master Plan Bozeman Fire Department 2016 7 Rob Strong - GIS Specialist Rob Strong has been involved in emergency services in Oregon over 30 years. Mr. Strong has 13 years of experience performing geographic information system (GIS) analysis and cartography work while serving as a fire captain/paramedic with the Bend Fire Department in Bend, Oregon. Rob retired as a fire captain/paramedic in 2006 after 26 years with the Bend Fire Department. He continues to work part time as a GIS and statistical analyst for the Department. Mr. Strong’s GIS duties at the Bend Fire Department have included developing a GIS data set to replace hand drawn map books, integrating fire department GIS data with a regional 911 communication center’s data, and GIS analysis of the local road network to support a proposed fire station location. He performed GIS analysis as part of a deployment plan written by the Bend Fire Department and adopted by the Bend city council. Additionally, he has worked with a private vendor-Alseageospatial, Inc., to develop a mobile mapping GIS data set that is used on both fire and police department mobile data terminals. Mr. Strong is responsible for GIS analysis of incident data and makes recommendations concerning staff and apparatus placement to insure compliance with department response goals. Educational Background • Data Analysis & Presentation For the Fire Service Using Microsoft Excel, Center for Public Safety Excellence • Associate of Applied Science – Structural Fire Science, Central Oregon Community College, Bend Oregon • 35 quarter credit hours course work – GIS, Central Oregon Community College, Bend Oregon • GIS Specialist for Incident Management Teams, National Wildfire Coordination Group – Department of Public Safety Standards and Training, Salem Oregon • EMT-Paramedic, Central Oregon Community College, Bend Oregon Professional Experience • Associate Consultant, Emergency Services Consulting International • GIS Analyst, Bend Fire Department • Fire Department Consultant, Alseageospatial, Inc., Corvallis Oregon • Fire captain/Paramedic, Bend Fire Department • Flight Medic, Airlift of Oregon, Bend Oregon • Fire engineer/Paramedic, Bend Fire Department • Volunteer Firefighter, Hoodland Fire Protection District, Welches Oregon Professional Accomplishments • GIS Specialist, Oregon State Fire Marshal-Incident Management Teams • Successful Department of Homeland Security Grant Process – resulted in the purchase of mobile data terminals and software for Bend Fire Department. • Implementation of GIS position and purchase of GIS software and hardware for Bend Fire Department Fire Protection Master Plan Bozeman Fire Department 2016 8 SECTION IV - REFERENCES Big Sky, Montana Project: Big Sky, MT Master Plan Project Manager: Lane Wintermute Population: 2,500 Completed: November , 2015 Contract Amount: $48,567 Contact: Bill Farhat, Fire Chief 650 Rainbow Trout Run Big Sky, MT 59716 Phone: 406-995-2100 Email: wfarhat@bigskyfire.org Project Description: ESCI completed an Emergency Services Master Plan for the Big Sky, MT Fire Department. The project reviewed the agency’s current conditions, estimated future population growth and projected service demand and identified future service delivery strategies. Key Recommendation(s): Recommendations regarding future station deployment, staffing, resource re-deployment, future station locations and capital replacement plans. Missoula, Montana Rural District Project: Missoula Rural, MT Master Plan Project Manager: Lane Wintermute Population: 5,900 Completed: December, 2013 Contract Amount: $30,950 Contact: Bill Colwell, Fire Chief 2521 South Avenue W, Missoula, MT 59804 Phone: 406-549-6172 Email: bcolwell@mrfdfire.org Project Description: ESCI completed an Emergency Services Master Plan, analyzing the agency’s current conditions, future service demand and future service delivery strategies. Key Recommendation(s): Recommendations regarding critical financial issues. Development of response time targets and standards. Recommended capital replacement schedule. Telluride, Colorado Project: Master Plan Project Manager: Lane Wintermute Population: 5,900 Completed: January, 2014 Contract Amount: $35,743 Contact: John Bennett, Director PO Box 1645 Telluride, CO 81435 Phone: 970-728-3801 Email: jbennett@telluridefire.com Project Description: ESCI completed an Emergency Services Master Plan, analyzing the agency’s current conditions, future service demand and future service delivery strategies. A strategic plan was later completed to implement the findings of the master plan. Key Recommendation(s): Fundamental governance reconfiguration. Development of response time targets and standards. Future station location options Spokane Valley, WA Project: Master Plan Project Manager: Lane Wintermute Completed: August, 2014 Contract Amount: $35,209 Contact: Bryan Collins, Fire Chief Spokane Valley Fire Department 2120 N. Wilbur Rd. Spokane Valley, WA 99206 Phone: (509) 928-1700 Email: collinsb@spokanevalleyfire.com Project Description: The study evaluated the current level of fire suppression, special operations, and emergency rescue services in Spokane Valley, and developed a master plan that expanded services to accommodate future population growth that included station locations and resource deployment. It took into consideration the changing scope of the fire services while remaining attentive to the fiscal limitations of local government. SECTION V – SUBCONTRACTORS - NONE Fire Protection Master Plan Bozeman Fire Department 2016 9 SECTION VI – CHANGE IN SCOPE Changes in scope of the contract, and addition or deletion of task activities can be negotiated and priced prior to contract signing. SECTION VII - CONTRACTOR’S EXPECTATIONS OF CITY STAFF The request for proposals requires an estimate of the time that city and fire department personnel will be need commit to the study process. Commitment expectations are estimated to include: • Scheduling of field work, interviews, and data collection appointments • Completion of ESCI initial data request • Participation in interviews by various staff members • Review of draft data and draft report SECTION VIII & IX - PROJECT APPROACH & PROJECT TASKS SCOPE OF WORK- EMERGENCY SERVICES MASTER PLAN The following phases and tasks will be completed to produce the final report and recommendations. This methodology has been developed specifically for this project based on our understanding of your expectations. ESCI will utilize approaches, tools, and techniques proven through experience to provide the kind and quality of information needed to make objective, informed decisions. The process involves the elements listed in the following scope of work. PHASE I: PROJECT INITIATION TASK 1-A: PROJECT INITIATION & DEVELOPMENT OF WORK PLAN ESCI will develop a project work plan based on the scope of work and converse with the community’s project team to gain a comprehensive understanding of the organization’s background, goals, and expectations for the project. This work plan will 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 process will also help to establish working relationships, make logistical arrangements, determine an appropriate line of communications, and finalize contractual arrangements. TASK 1-B: ACQUISITION & REVIEW OF BACKGROUND INFORMATION ESCI will request pertinent information and data from the organization’s assigned project manager. This data will be used extensively in the analysis and development of the master plan document. The documents and information relevant to this project will include, but not be limited to, the following: • Past or current fire department studies or research • Community Comprehensive Plan documents, including current and future land use information • Local census and demographics data • Zoning maps and zoning code • Financial data, including debt information, long-range financial plans and projections • Department administrative policies and procedures Fire Protection Master Plan Bozeman Fire Department 2016 10 • Standard Operating Guidelines (SOGs) and service delivery practices • Current service delivery objectives and targets • Facilities and apparatus inventories • Local collective bargaining agreement(s), if applicable • 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: INITIAL INFORMATION COLLECTION AND STAKEHOLDER INPUT The ESCI project team will conduct interviews with and gather information from key personnel including: • Elected or appointed officials • Fire department managers and other key staff • Finance function manager • Community planning staff • Human resource function coordinator • External Fire and EMS agencies within the region • Medical facilities, medical director for regional or community EMS, if necessary • Employee and volunteer groups • Others as they may contribute to this project The project team will interview key stakeholders of any organization associated with this study. At a minimum, members of the project team will interview appropriate community officials, fire department officials, volunteer association leaders, labor organization representatives and others that the project team deems necessary. From these interviews, ESCI will obtain additional perspective on operational, economic, and policy issues facing the agency. In addition, the project team will learn more about availability of data necessary to meet projected goals. PHASE II: EVALUATION OF CURRENT CONDITIONS The initial phases of the study focus on a baseline assessment of the current conditions and current service performance. ESCI will conduct an organizational analysis of the department based on the elements included in the following tasks. The purpose of this evaluation is to assess the agency’s 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: ORGANIZATION OVERVIEW An overview of the organization and community will be developed discussing: • Service area population and demographics • History, formation, and general description of the fire agency • 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 Fire Protection Master Plan Bozeman Fire Department 2016 11 TASK 2-B: MANAGEMENT COMPONENTS The organization’s basic management processes will be reviewed, including: • Mission, vision, strategic planning, goals, and objectives • Internal assessment of critical issues • Internal assessment of future challenges • Internal and external communications processes • Document control and security • Reporting and recordkeeping • Information technology systems TASK 2-C: PLANNING FOR FIRE PROTECTION AND EMERGENCY MEDICAL SERVICES The planning processes within the agency shall be reviewed. Key components will: • Review and evaluate the adequacy of the current planning process • Review of tactical planning within the organization • Examination operational planning within the organization • Analysis of strategic planning practices • Review of long range master planning efforts • Make recommendations relative to future planning process needs TASK 2-D: CAPITAL ASSETS AND CAPITAL IMPROVEMENT PROGRAMS ESCI will review status of current major capital assets (facilities and apparatus) and analyze needs relative to the existing condition of capital 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 • Code compliance • Construction • Staff facilities • Safety • Efficiency • Environmental issues • Future viability Apparatus/Vehicles - Review and comment on inventory of apparatus and equipment. Items to be reviewed include: • Age, condition, and serviceability • Distribution and deployment • Maintenance • Regulations compliance • Future needs TASK 2-E: STAFFING ESCI will review the department’s staffing levels. Tasks to be completed include: • Review and evaluate administration and support staffing levels • Review and evaluate operational staffing levels • Review staff allocation to various functions and divisions • Review staff scheduling methodology • Analyze current deployment methods and staffing performance for incidents • Review utilization of career and volunteer companies, if applicable • Review responsibilities and activity levels of personnel TASK 2-F: SUPPORT PROGRAMS ESCI will review and make overall observations involving support programs for the critical areas of Fire Protection Master Plan Bozeman Fire Department 2016 12 training and life safety services. Items to be reviewed include: Training • General training competencies • Training administration • Training facilities • Training procedures, manuals, and protocols • Training record keeping 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 TASK 2 G: OVERVIEW OF COMMUNITY RISK ASSESSMENT ESCI will conduct an analysis of community fire protection risks, growth projections, and land uses and interpret their impact on emergency service planning and delivery. Land use, zoning classifications, parcel data, ISO fire flow data, economic value, building footprint densities, occupancy data, and demographic information may be used, along with specific target hazard information, to analyze and classify community fire protection risk by geography and type. ESCI will use local planning/zoning data combined with available Geographic Information System (GIS) data to evaluate the physical risks of the community to include: • Overall geospatial characteristics including political and growth boundaries, construction and infrastructure limitations • Topography including response barriers, elevation extremes, and open space/interface • Transportation network including roads, rail lines, airports, and waterways • Evaluation of physical assets protected An interpretation of available census and community development data will be provided indicating: • Population history • Census-based population and demographic information • Community planning-based population information • Transient population and demographic information (to the extent data is available) • Population density • Community land use regulations • Occupancy types by land use designation • Hazardous substances and processes Non-structural risk categorization TASK 2 H: REVIEW OF HISTORICAL RESPONSE PERFORMANCE As part of the Review of Historical Response Performance, ESCI will review and make observations related to any adopted response performance objectives (benchmarks) and current actual response performance (baselines). ESCI will review and make observations in areas specifically involved in, or affecting, service levels and performance. Areas to be reviewed shall include, but not necessarily be limited to: • Service Demand  Analysis and geographic display of current service demand by incident type and temporal variation Fire Protection Master Plan Bozeman Fire Department 2016 13 • Resource Distribution  Overview of the current facility and apparatus deployment strategy, analyzed through Geographical Information Systems software, with identification of service gaps and redundancies • Resource Concentration  Analysis of response time to achieve full effective response force  Analysis of company and staff distribution as related to effective response force assembly • Response Reliability  Analysis of current workload, including unit hour utilization of individual companies (to the extent data is complete)  Review of actual or estimated failure rates of individual companies (to the extent data is complete)  Analysis of call concurrency and impact on effective response force assembly • Historical Response Performance Summary  Analysis of actual system reflex time performance, analyzed by individual components(to the extent data is available) • Mutual and automatic aid systems PHASE III: FUTURE SYSTEM DEMAND PROJECTIONS The project moves forward with an assessment of the future community conditions, service demand, and fire protection risks that the organization can be expected to serve. ESCI will conduct an analysis of community growth projections and interpret their impact on emergency service planning and delivery. TASK 3 A: POPULATION GROWTH PROJECTIONS An interpretation of available census and community development data will be provided indicating: • Population history • Census-based population growth projections • Community planning-based population growth projections TASK 3-B: SERVICE DEMAND PROJECTIONS Population growth projections, along with historical and forecast incident rates, will be utilized to develop projections for future service demand. PHASE IV: PERFORMANCE OBJECTIVES AND FUTURE DELIVERY SYSTEM MODELS The project concludes with strategies intended to place the organization in a position to successfully serve its future demand and risk. ESCI will develop and analyze various operational models for providing emergency services with the specific intent of identifying those options that can deliver the desired levels of service identified in the previous task at the most efficient cost. Recommendations will be provided identifying the best long-range strategy for service delivery and the impact of initiating such a strategy. In addition, short and mid-term strategies will be recommended for service delivery improvement or increased efficiency. TASK 4-A: RESPONSE GOALS AND TARGETS A review and discussion of existing response performance goals, if in place, will be provided matching the nature and type of risks identified in the previous report sections. The performance goals shall be discussed with consideration to: • Distribution – Initial attack (first due) resources for risk-specific intervention Fire Protection Master Plan Bozeman Fire Department 2016 14 • Concentration – Effective response force assembly, or the initial resources necessary to stop the escalation of the emergency for each risk type TASK 4-B: SHORT AND MID-TERM STRATEGIES Recommendations for improving service delivery and system efficiency prior to any full implementation of the long-term strategy will be provided in areas such as: • Agency management and organization • Staffing and personnel deployment • Service delivery methods • Training programs • Prevention programs • Enhanced cooperative service agreements with other communities or agencies • System funding and cost recovery • Others as appropriate and necessary TASK 4-C: RECOMMENDED LONG-TERM STRATEGY ESCI will develop a recommended long-term option for resource deployment that will improve the department’s level of service towards the identified performance objectives and targets. This may include, but is not necessarily limited to, specific recommendations regarding: • Any relocation of existing facilities. • General locations of future necessary fire stations. • Selection and deployment of apparatus by type. • Deployment of operations personnel. • Future administrative and support personnel. • Deployment special units or resources • Additional infrastructure or facilities for administration and support programs ESCI will evaluate and present in graphical and descriptive format for each of the deployment option(s): • Degree of benefit to be gained through its implementation • Extent to which it achieves established performance targets • Potential negative consequences PHASE V: DEVELOPMENT, REVIEW, AND DELIVERY OF MASTER PLAN REPORT TASK 5-A: DEVELOPMENT AND REVIEW OF DRAFT PROJECT REPORT ESCI will develop and produce three (3) copies of a draft version of the written report for review by the client and client representatives. 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. 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 Fire Protection Master Plan Bozeman Fire Department 2016 15 TASK 5-B: DELIVERY AND PRESENTATION OF FINAL MASTER PLAN REPORT ESCI will complete any necessary revisions of the draft and produce ten (10) publication-quality bound, final versions of the written report. A formal presentation of the project report will be made by ESCI project team member(s), if requested, to staff, elected officials, and/or the general public as necessary and 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) SECTION X – DELIVERY SCHEDULE ESCI anticipates the strategic planning process will take approximately 90 to 120 days to complete, beginning upon receipt if the requested data and completion of the initial field work. SECTION XI – PRICE PROPOSAL The ESCI Price Proposal is attached under separate cover titled “Compensation Proposal” pre RFP request. Disclosures and Practices Conflict of Interest Statement ESCI has neither directly nor indirectly entered into any agreement, participated in any collusion or collusion activity, or otherwise taken any action which in any way restricts or restraints the competitive nature of this solicitation including but not limited to the prior discussion of terms, conditions, pricing or other offer parameters required by this solicitation. ESCI is not presently suspended or otherwise prohibited by any government from participation in this solicitation or any other contracting to follow thereafter. Neither ESCI nor anyone associated with ESCI has any potential conflict of interest because of or due to any other clients, contracts, or property interests in this solicitation or the resulting project. In the event that a conflict of interest is identified in the provision of services, ESCI will immediately notify the client in writing. Insurance ESCI is insured in excess of $2,000,000. Insurance certificates will be provided upon award of contract. Litigation ESCI has no past and/or pending litigation or unresolved lawsuits. Employment Practices ESCI is an equal opportunity employer. The company is guided by recognized industry standards, policies, and procedures. ESCI offers a wide range of employee benefits and ongoing training opportunities that has enabled ESCI to attract and retain quality consultants who are recognized as experts in emergency service organization, management, and service delivery. ESCI will not refuse to hire, discharge, promote, demote, or otherwise discriminate in matters of compensation against any person otherwise qualified, because of age, race, creed, color, sex, national origin, ancestry, or handicap.