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Professional Services Agreement for Center for Public Safety Excellence Technical Advisory Program
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this _____ day of ____________, 202__
(“Effective Date”), by and between the CITY OF BOZEMAN, MONTANA, a self-governing
municipal corporation organized and existing under its Charter and the laws of the State of Montana,
121 North Rouse Street, Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT
59771, hereinafter referred to as “City,” and, ____________, _______________, hereinafter referred
to as “Contractor.” The City and Contractor may be referred to individually as “Party” and
collectively as “Parties.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City
services described in the Scope of Services attached hereto as Exhibit A and by this reference made
a part hereof.
2. Term/Effective Date: This Agreement is effective upon the Effective Date and will
expire on the _____ day of ______________, 202_, unless earlier terminated in accordance with this
Agreement.
3. Scope of Services: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services. For conflicts between this Agreement and
the Scope of Services, unless specifically provided otherwise, the Agreement governs. Contractor
agrees to be bound by its responses to the City’s Cloud Questions, attached to this Agreement as
Exhibit B and made part of this Agreement. Such responses constitute material consideration for the
City to enter into this Agreement and the responses are material representations regarding the
Contractor’s performance.
4. Payment: City agrees to pay Contractor the amount specified in the Scope of
Services. Any alteration or deviation from the described services that involves additional costs above
the Agreement amount will be performed by Contractor after written request by the City, and will
become an additional charge over and above the amount listed in the Scope of Services. The City
must agree in writing upon any additional charges.
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Center for Public Safety Excellence
June30th 3
2September20
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5. Contractor’s Representations: To induce City to enter into this Agreement,
Contractor makes the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules,
and regulations that in any manner may affect cost, progress or performance of the Scope of Services.
b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform the services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal,
state and municipal laws. The City will not determine or exercise control as to general procedures or
formats necessary to have these services meet this warranty.
6. Independent Contractor Status/Labor Relations: The parties agree that Contractor
is an independent contractor for purposes of this Agreement and is not to be considered an employee
of the City for any purpose. Contractor is not subject to the terms and provisions of the City’s
personnel policies handbook and may not be considered a City employee for workers’ compensation
or any other purpose. Contractor is not authorized to represent the City or otherwise bind the City in
any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation Act,
Title 39, Chapter 71, Montana Code Annotated (MCA), and the Occupational Disease Act of
Montana, Title 39, Chapter 71, MCA. Contractor shall maintain workers’ compensation coverage for
all members and employees of Contractor’s business, except for those members who are exempted
by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for
workers’ compensation coverage by an insurer licensed and authorized to provide workers’
compensation insurance in the State of Montana; or (2) proof of exemption from workers’
compensation granted by law for independent contractors.
Contractor shall post a legible statement of all wages and fringe benefits to be paid to the
Contractor’s employees and the frequency of such payments (i.e., hourly wage employees shall be
paid weekly). Such posting shall be made in a prominent and accessible location at the Contractor’s
normal place of business and shall be made no later than the first day of services provided under this
Agreement. Such posting shall be removed only upon expiration or termination of this Agreement.
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In performing the services under this Agreement, Contractor shall give preference to the
employment of bona fide residents of Montana, as required by §18-2-403, MCA, as such term is
defined by §18-2-401(1), MCA. When making assignments of work, Contractor shall use workers
both skilled in their trade and specialized in their field of work for all work to which they are assigned.
Pursuant to §§18-2-403 and 18-2-422, MCA, Contractor shall pay wages, fringe benefits, and
expenses, including travel allowances as set forth in the current Montana Prevailing Wage Rate for
Non Construction Services in effect and applicable to Gallatin County, Montana, which schedule is
incorporated herein. Contractor shall pay all hourly wage employees on a weekly basis. Violation of
the requirements set forth in the above State of Montana schedule of prevailing wage rates may
subject the Contractor to the penalties set forth in §18-2-407, MCA. Contractor shall maintain payroll
records during the term of this Agreement and for a period of three (3) years following termination
of this Agreement.
The Contractor shall ensure that any person, firm or entity performing any portion of the
services under this Agreement for which the contractor, subcontractor or employer is responsible, is
paid the applicable standard prevailing rate of wages.
In the event that, during the term of this Agreement, any labor problems or disputes of any
type arise or materialize which in turn cause any services to cease for any period of time, Contractor
specifically agrees to take immediate steps, at its own expense and without expectation of
reimbursement from City, to alleviate or resolve all such labor problems or disputes. The specific
steps Contractor shall take shall be left to the discretion of Contractor; provided, however, that
Contractor shall bear all costs of any related legal action. Contractor shall provide immediate relief
to the City so as to permit the services to continue at no additional cost to City.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims,
demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in
connection with any labor problems or disputes or any delays or stoppages of work associated with
such problems or disputes and for any claims regarding underpaid prevailing wages.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services
rendered, to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and
hold harmless the City, its agents, representatives, employees, and officers (collectively referred to
for purposes of this Section as the City) from and against any and all claims, demands, actions, fees
and costs (including attorney’s fees and the costs and fees of expert witness and consultants), losses,
expenses, liabilities (including liability where activity is inherently or intrinsically dangerous) or
damages of whatever kind or nature connected therewith and without limit and without regard to the
cause or causes thereof or the negligence of any party or parties that may be asserted against,
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recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or
in any way related to: (i) the negligent, reckless, or intentional misconduct of the Contractor; or (ii)
any negligent, reckless, or intentional misconduct of any of the Contractor’s agents.
For the professional services rendered, to the fullest extent permitted by law, Contractor
agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and
expenses, including reasonable defense attorney fees, to the extent caused by the negligence or
intentional misconduct of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations
of indemnity that would otherwise exist. The indemnification obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the City as
indemnitee(s) which would otherwise exist as to such indemnitee(s).
Contractor’s indemnity under this Section shall be without regard to and without any right to
contribution from any insurance maintained by City.
Should the City be required to bring an action against the Contractor to assert its right to
defense or indemnification under this Agreement or under the Contractor’s applicable insurance
policies required below, the City shall be entitled to recover reasonable costs and attorney fees
incurred in asserting its right to indemnification or defense but only if a court of competent
jurisdiction determines the Contractor was obligated to defend the claim(s) or was obligated to
indemnify the City for a claim(s) or any portion(s) thereof.
In the event of an action filed against the City resulting from the City’s performance under
this Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City, including the right of
contribution for loss or damage to person or property arising from, growing out of, or in any way
connected with or incident to the performance of this Agreement except “responsibility for [City’s]
own fraud, for willful injury to the person or property of another, or for violation of law, whether
willful or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed
hereunder.
In addition to and independent from the above, Contractor shall at Contractor’s expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to
conduct insurance business in Montana which insures the liabilities and obligations specifically
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assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion
for liabilities specifically assumed by the Contractor in this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City without
limit and without regard to the cause therefore and which is acceptable to the City. Contractor shall
furnish to the City an accompanying certificate of insurance and accompanying endorsements in
amounts not less than as follows:
Workers’ Compensation – statutory;
Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate;
Automobile Liability - $1,000,000 property damage/bodily injury per accident; and
Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City shall be endorsed as an
additional or named insured on a primary non-contributory basis on the Commercial General,
Employer’s Liability, and Automobile Liability policies. The insurance and required endorsements
must be in a form suitable to City and shall include no less than a thirty (30) day notice of cancellation
or non-renewal. Contractor shall notify City within two (2) business days of Contractor’s receipt of
notice that any required insurance coverage will be terminated or Contractor’s decision to terminate
any required insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
8. Termination for Contractor’s Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails
to perform any of its obligations under this Agreement, or otherwise breaches any terms or
conditions of this Agreement, the City may, by written notice, terminate this Agreement and
the Contractor’s right to proceed with all or any part of the work (“Termination Notice Due
to Contractor’s Fault”). The City may then take over the work and complete it, either with its
own resources or by re-letting the contract to any other third party.
b. In the event of a termination pursuant to this Section 8, Contractor shall be
entitled to payment only for those services Contractor actually rendered.
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c. Any termination provided for by this Section 8 shall be in addition to any other
remedies to which the City may be entitled under the law or at equity.
d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
9. Termination for Convenience:
a. Should conditions arise which, in the opinion and discretion of the City or the
Contractor, make it advisable to the other party to cease performance under this Agreement,
either party may terminate this Agreement by written notice to the other party (“Notice of
Termination for Convenience”) with 30 days notice. The termination shall be effective in the
manner specified in the Notice of Termination for Convenience and shall be without prejudice
to any claims that one party may otherwise have against the other.
b. Upon receipt of the Notice of Termination for Convenience, unless otherwise
directed in the Notice, the other party shall immediately cease performance under this
Agreement and make every reasonable effort to refrain from continuing work, incurring
additional expenses or costs under this Agreement and shall immediately cancel all existing
orders or contracts upon terms satisfactory to both parties. Parties shall do only such work as
may be necessary to preserve, protect, and maintain work already completed or immediately
in progress.
c. In the event of a termination pursuant to this Section 9, Contractor is entitled
to payment only for those services Contractor actually rendered on or before the receipt of the
Notice of Termination for Convenience.
d. The compensation described in Section 9(c) is the sole compensation due to
Contractor for its performance of this Agreement. Contractor shall, under no circumstances,
be entitled to claim or recover consequential, special, punitive, lost business opportunity, lost
productivity, field office overhead, general conditions costs, or lost profits damages of any
nature arising, or claimed to have arisen, as a result of the termination.
10. Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement,
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Contractor’s damages shall be limited to contract damages and Contractor hereby expressly
waives any right to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or
nature, Contractor shall provide City with written notice of its claim, the facts and
circumstances surrounding and giving rise to the claim, and the total amount of damages
sought by the claim, within thirty (30) days of the facts and circumstances giving rise to the
claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights
to assert such claim.
11. Representatives and Notices:
a. City’s Representative: The City’s Representative for the purpose of this
Agreement shall be the Fire Chief or such other individual as City shall designate in writing.
Whenever approval or authorization from or communication or submission to City is required
by this Agreement, such communication or submission shall be directed to the City’s
Representative and approvals or authorizations shall be issued only by such Representative;
provided, however, that in exigent circumstances when City’s Representative is not available,
Contractor may direct its communication or submission to other designated City personnel or
agents as designated by the City in writing and may receive approvals or authorization from
such persons.
b. Contractor’s Representative: The Contractor’s Representative for the
purpose of this Agreement shall be Brian Dean or such other individual as Contractor shall
designate in writing. Whenever direction to or communication with Contractor is required by
this Agreement, such direction or communication shall be directed to Contractor’s
Representative; provided, however, that in exigent circumstances when Contractor’s
Representative is not available, City may direct its direction or communication to other
designated Contractor personnel or agents.
c. Notices: All notices required by this Agreement shall be in writing and
shall be provided to the Representatives named in this Section. Notices shall be deemed given
when delivered, if delivered by courier to Party’s address shown above during normal business
hours of the recipient; or when sent, if sent by email or fax (with a successful transmission
report) to the email address or fax number provided by the Party’s Representative; or on the
fifth business day following mailing, if mailed by ordinary mail to the address shown above,
postage prepaid.
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12. Permits: Contractor shall provide all notices, comply with all applicable laws,
ordinances, rules, and regulations, obtain all necessary permits, licenses, including a City of Bozeman
business license, and inspections from applicable governmental authorities, and pay all fees and
charges in connection therewith.
13 Laws and Regulations: Contractor shall comply fully with all applicable state and
federal laws, regulations, and municipal ordinances including, but not limited to, all workers’
compensation laws, all environmental laws including, but not limited to, the generation and disposal
of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and
provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City, County, and
State building and electrical codes, the Americans with Disabilities Act, and all non-discrimination,
affirmative action, and utilization of minority and small business statutes and regulations.
14. Nondiscrimination and Equal Pay: The Contractor agrees that all hiring by
Contractor of persons performing this Agreement shall be on the basis of merit and qualifications.
The Contractor will have a policy to provide equal employment opportunity in accordance with all
applicable state and federal anti-discrimination laws, regulations, and contracts. The Contractor will
not refuse employment to a person, bar a person from employment, or discriminate against a person
in compensation or in a term, condition, or privilege of employment because of race, color, religion,
creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation,
gender identity, physical or mental disability, except when the reasonable demands of the position
require an age, physical or mental disability, marital status or sex distinction. The Contractor shall
be subject to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United
States Code, and all regulations promulgated thereunder.
Contractor represents it is, and for the term of this Agreement will be, in compliance with the
requirements of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act).
Contractor must report to the City any violations of the Montana Equal Pay Act that Contractor has
been found guilty of within 60 days of such finding for violations occurring during the term of this
Agreement.
Contractor shall require these nondiscrimination terms of its subcontractors providing services
under this Agreement.
15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor
shall not permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs,
by any employee or agent engaged in services to the City under this Agreement while on City property
or in the performance of any activities under this Agreement. Contractor acknowledges it is aware of
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and shall comply with its responsibilities and obligations under the U.S. Department of Transportation
(DOT) regulations governing anti-drug and alcohol misuse prevention plans and related testing. City
shall have the right to request proof of such compliance and Contractor shall be obligated to furnish
such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees
and agents in proper and specified work methods and procedures. The Contractor shall provide
continuous inspection and supervision of the work performed. The Contractor is responsible for
instructing its employees and agents in safe work practices.
16. Modification and Assignability: This Agreement may not be enlarged, modified or
altered except by written agreement signed by both parties hereto. The Contractor may not
subcontract or assign Contractor’s rights, including the right to compensation or duties arising
hereunder, without the prior written consent of the City. Any subcontractor or assignee will be bound
by all of the terms and conditions of this Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or
provide documentation as requested by the City demonstrating Contractor’s compliance with the
requirements of this Agreement. Contractor shall allow the City, its auditors, and other persons
authorized by the City to inspect and copy its books and records for the purpose of verifying that the
reimbursement of monies distributed to Contractor pursuant to this Agreement was used in
compliance with this Agreement and all applicable provisions of federal, state, and local law. The
Contractor shall not issue any statements, releases or information for public dissemination without
prior approval of the City.
18. Non-Waiver: A waiver by either party of any default or breach by the other party of
any terms or conditions of this Agreement does not limit the other party’s right to enforce such term
or conditions or to pursue any available legal or equitable rights in the event of any subsequent default
or breach.
19. Attorney’s Fees and Costs: In the event it becomes necessary for either Party to
retain an attorney to enforce any of the terms or conditions of this Agreement or to give any notice
required herein, then the prevailing Party or the Party giving notice shall be entitled to reasonable
attorney's fees and costs, including fees, salary, and costs of in-house counsel including the City
Attorney’s Office staff.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
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21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents,
employees, or representatives shall be resolved first by negotiation between senior-level
personnel from each party duly authorized to execute settlement agreements. Upon mutual
agreement of the parties, the parties may invite an independent, disinterested mediator to assist
in the negotiated settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the
date the dispute was first raised, then such dispute may only be resolved in a court of
competent jurisdiction in compliance with the Applicable Law provisions of this Agreement.
22. Survival: Contractor’s indemnification shall survive the termination or expiration of
this Agreement for the maximum period allowed under applicable law.
23. Headings: The headings used in this Agreement are for convenience only and are not
be construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to
which they refer.
24. Severability: If any portion of this Agreement is held to be void or unenforceable, the
balance thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects by
the laws of the State of Montana.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs,
legal representatives, successors, and assigns of the parties.
27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the
parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or
enforced by a third party.
28. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained herein or made a part thereof
by reference, are not binding upon the parties. There are no understandings between the parties other
than as set forth in this Agreement. All communications, either verbal or written, made prior to the
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date of this Agreement are hereby abrogated and withdrawn unless specifically made a part of this
Agreement by reference.
30. Consent to Electronic Signatures: The Parties have consented to execute this
Agreement electronically in conformance with the Montana Uniform Electronic Transactions Act,
Title 30, Chapter 18, Part 1, MCA.
31. Extensions: this Agreement may, upon mutual agreement, be extended for a period
of one year by written agreement of the Parties. In no case, however, may this Agreement run longer
than June 30, 2023.
32. Force Majeure: Neither party shall not be held responsible for delay or failure to
perform its obligations under this Agreement when such delay in or failure to perform is solely
caused by or results from events or circumstances beyond the Party’s reasonable control, including
but not limited to fire, floods, earthquakes, riot, acts of God or war, civil unrest, major weather
event (e.g., tornado, blizzard, etc.), epidemics, pandemics or outbreak of communicable disease, and
quarantines. Notwithstanding the above, the Parties agree to use reasonable commercial efforts to
avoid or mitigate the causes to minimize the delay or failure to perform and resume work when the
cause is mitigated. The Parties must provide the other with prompt written notice of any delay or
failure to perform that occurs by reason of force majeure. In addition, the Party seeking relief under
this Section must use all commercially reasonable efforts to complete the work. If unable to avoid,
mitigate, or remedy the cause, and if the Party requesting relief under this section desires to
terminate its performance, that Party must notify the other in writing no earlier than 30 (thirty) days
of the Party’s intent to end the work, Nothing herein obviates the non-terminating Party from
seeking reimbursement for costs or expenses from the terminating Party related to this Agreement.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and
year first above written or as recorded in an electronic signature.
CITY OF BOZEMAN, MONTANA CENTER FOR PUBLIC SAFETY EXCELLENCE
By________________________________ By__________________________________
Jeff Mihelich, City Manager
Print Name: ___________________________
Print Title: ____________________________
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Chief Operating Officer
Debbie Sobotka
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APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney
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Community Risk Assessment/Standards of
Cover Facilitation Proposal
for the
Bozeman Fire Department
300 E. Oak St
Bozeman, Montana 59715
Josh Waldo, CFO
Fire Chief
4501 Singer Court, Suite 180, Chantilly, VA 20151
703-691-4620 - www.cpse.org
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COMMUNITY RISK ASSESSMENT/STANDARDS OF COVER FACILITATION
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CONTENTS
THE CPSE DIFFERENCE .................................................................................................................................. 3
SCOPE ............................................................................................................................................................ 3
PROJECT FRAMEWORK ................................................................................................................................. 4
PROJECT TIMELINE ........................................................................................................................................ 5
DELIVERABLES ............................................................................................................................................... 5
CPSE RESOURCES .......................................................................................................................................... 6
ESTIMATED FEES AND EXPENSES .................................................................................................................. 6
ASSUMPTIONS .............................................................................................................................................. 6
INQUIRIES ..................................................................................................................................................... 7
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THE CPSE® DIFFERENCE
The mission of the Center for Public Safety Excellence® is: “To lead the fire and emergency service to
excellence through the continuous quality improvement process of accreditation, credentialing, and
education.”
By teaching, coaching, guiding, and advising, CPSE’s Technical
Advisor Program® (TAP®) strives to provide agencies the tools to
internalize continuous quality improvement and thereby achieve
excellence.
TAP places great importance on thorough preparation for each project including:
•A clear understanding of the agency’s background, goals and objectives, and the complex issues
they are facing,
•A workplan that is comprehensive, well designed, and provides ample opportunity for analysis
necessary to measure current and future resource needs,
•Sufficient resources and a commitment to successfully complete the project within the desired
time frame at a reasonable cost, and
•Assignment of expert resources in project management and technical support to guide an agency
as they work towards accreditation.
Unlike traditional agency evaluation processes, TAP’s Community Risk Assessment/Standards of Cover
(CRA/SOC) process requires the fire service agency to become the experts in determining baseline
performance and developing benchmarks for future performance. A comprehensive self-assessment,
guided by experienced facilitation and executed by the fire service agency’s committed personnel, will
ultimately translate into improved effectiveness, efficiency, and better quality of services being delivered.
SCOPE
CPSE defines a SOC document as “those written policies and procedures that establish the distribution
and concentration of fixed and mobile resources of an agency.” By conducting a CRA prior to establishing
the SOC, an agency is positioned to develop a risk-driven deployment model. An effective CRA/SOC
process affords an agency’s employees the opportunity to become involved and participate, enhances
teamwork and cooperation, and provides a basis for measuring organizational performance.
The CRA/SOC Facilitation process typically takes six to nine months and includes:
•Four days of detailed instruction on conducting a CRA and developing a SOC,
•Participation in a service area tour, identifying community hazards, risks, and deployment points.
•Meeting with the agency’s emergency communications/dispatching center to discuss the CFAI®
accreditation model performance criteria and the setting of benchmark targets for alarm
handling,
•Coaching in document design layout,
•Instruction in data analysis and the application of geographic information system mapping tools,
•On-going coaching through shared website and web-based meetings, and
•A professionally formatted and published CRA/SOC.
Give a man a fish and you feed him for
a day. Teach a man to fish and you
feed him for a lifetime.
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Expected outcomes include a CRA/SOC that will follow CFAI model competencies as identified in the
CPSE’s Quality Improvement for the Fire and Emergency Services, and as supported in Section 3, Phase 1
of the publication, including:
•Assessment and documentation of the agency’s historic and current area characteristics;
•Assessment and documentation of the agency’s all-hazard risk assessment and response
strategies;
•Assessment and documentation of the agency’s historical and current deployment and
performance;
•Plans for maintaining quality response performance; and
•Recommendations for improving less than satisfactory response capability.
PROJECT FRAMEWORK
CPSE will take a systematic approach to the agency’s CRA/SOC process. The chart below illustrates the
general flow of events for a comprehensive CRA/SOC process:
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COMMUNITY RISK ASSESSMENT/STANDARDS OF COVER FACILITATION
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PROJECT TIMELINE
There will be eight stages to this project. Once this proposal is accepted, a detailed Statement of Work
(SOW) will be built that addresses the details for these stages, their timing, and the roles that CPSE and
the agency will play in their completion. A sample SOW is provided at the end of this proposal. Once a
signed professional services agreement (PSA) and a finalized SOW is received, CPSE can begin work on this
project within one month and complete the project within another five to eight months for a total project
time of six to nine months.
1.CFAI Accreditation Model (Category 2) Instruction on Community Risk Assessment/Standards of
Cover
2.Current Deployment Analysis
3.Community Risk Assessment
4.Agency CRA/SOC Document Critical Review
5.Distribution/Concentration/Reliability Study
6.Performance/Service Level Measures Development
7.Compliance Methodology Development
8.CRA/SOC Manual Publication
DELIVERABLES
CPSE is responsible for the following deliverables:
1.Statement of Work with project objectives and agreed upon timelines and fee schedule;
2.Shared Web site construction and training for CPSE and agency use;
3.All necessary tables, forms, instruments and modules;
4.Six (6) days of on-site facilitation activity to include;
a.Community stakeholder meeting(s)
b.Two (2) CRA/SOC instructional deliveries to the agency CRA/SOC team members
c.Tour of the service area identifying community risk locations and deployment points
d.Meeting with the agency emergency communications dispatch center to discuss relevant
CFAI model performance elements
5.CPSE Subject Matter Expert feedback on all draft documents;
6.Facilitation of up to six 90-minute CPSE facilitator/agency web meetings for draft document
critical review and/or discussion; and
7.Layout, design, edit and publishing of the agency’s Community Risk Assessment – Standards of
Cover document to include;
a.Professionally designed cover
b.Hyperlinked table of contents
c.Hyperlinked table of tables
d.Hyperlinked table of maps
e.Hyperlinked table of figures
f.Executive summary
g.Documentation of area characteristics
h.Description of agency programs and services
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i.Community all-hazard risk assessment and risk calculation methodology
j.Current deployment and performance by risk class and category
k.Evaluation of historical (3-5 years) deployment by risk class and category
l.Plan for maintaining and improving response capabilities
m.Appendices/exhibits
CPSE RESOURCES
CPSE’s Technical Advisor Program Manager will oversee this project to ensure that the end-result of each
project component has a satisfied client whose expectations are fully met. The community risk
assessment/standards of cover project component will have an assigned Senior Technical Advisor to
facilitate all of the on-site instruction and a Senior Technical Advisor to critically review and guide all
CRA/SOC final module work. A dedicated TAP Technical Support Specialist will ensure that all community
risk assessment/standards of cover materials are professionally prepared. Guiding publications and
instructional workbooks will be provided for the agency’s assigned team members.
ESTIMATED FEES AND EXPENSES
CPSE has estimated the following fees and expenses for this project:
The cost for CPSE to facilitate the development of the Bozeman Fire Department‘s CRA/SOC is $39,000.00.
This proposed cost includes all technical advisor time and travel expenses to facilitate the Community Risk
Assessment – Standards of Cover facilitation process. The facilitation process events will be scheduled
according to the agreed upon Statement of Work. Any additional travel requested and approved by the
Bozeman Fire Department will be billed by CPSE at actual cost and is above and beyond the proposed cost
above.
ASSUMPTIONS
The Bozeman Fire Department is a municipal fire service agency that protects the residents,
businesses, and visitors of Bozeman, Montana.
•Josh Waldo, Fire Chief is the key contact for this project.
•Please provide information regarding specific procurement requirements prior to the issue of a
CPSE Professional Services Agreement.
•The purpose of CPSE’s Technical Advisor Program (TAP) is to coach, mentor, guide, and assist fire
service agencies. Agency representatives will play an active role in developing their community risk
assessment/standards of cover document.
•This proposal is valid for a period of sixty (60) days.
•CPSE and the Bozeman Fire Department will execute a professional services agreement prior to
the start of this project.
•CPSE and the Bozeman Fire Department will execute a statement of work governed by the
professional services agreement prior to the start of this project that will be the sole document to
govern the scope, methods, terms, and deliverables of this project.
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COMMUNITY RISK ASSESSMENT/STANDARDS OF COVER FACILITATION
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INQUIRIES
Please contact CPSE with any inquiries regarding this proposal:
Brian R Dean, CFO
Technical Advisor Program Manager
4501 Singer Court, Suite 180
Chantilly, VA 20151
Office: (703) 691-4620, ext. 209
Mobile: (407) 919-9862
Email: bdean@cpse.org
DocuSign Envelope ID: AA13C74C-D441-45C3-A702-0F4EAAD6D6FC
Appendix A: Community Risk Assessment/Standards of Cover Statement of Work
July 29, 2022
Project Steps Step Details Step Timing Step
Responsibility Step Billing
1. Project
Acceptance
Finalized Statement of
Work
Signed Professional Services Agreement
Construction of Shared Site
By Friday,
September 23,
2022
CPSE and
Bozeman Fire
Department
$7,800.00
2. Project Executive
Orientation
Discussion of final SOW and identification
of resources needed for each step
Overview of Shared Web Site
Identification of CPSE and agency project
points of contact
By Friday,
September 30,
2022
CPSE N/A
3. Post Required
Materials to
Shared Site
Agency primary contact information
Agency and community images, including
high resolution agency logo
Agency organizational chart
By Monday,
October 10,
2022
Bozeman Fire
Department N/A
4. CRA/SOC
Instruction Part 1
Onsite tour of agency service area
On-site instruction of the CRA/SOC Modules
1, 2, and 3
Instruction on use of the of the CPSE TAP
CRA/SOC Module Templates
Monday,
October 24,
2022 through
Wednesday,
October 26,
2022
CPSE $7,800.00
5. Invite
Community
Stakeholders
Send invitations to request community
stakeholder participation in the community
stakeholder meeting
By Wednesday,
November 16,
2022
Bozeman Fire
Department N/A
6. Current
Community
Served and Fire
Department
Profile
Agency Upload of CRA/SOC Module 1 & 2
Drafts
Identification of the community served
(Module 1)
History of fire department organization
Existing fire department programs, and
profile of emergency response deployment
and coverage (Module 2)
By Friday,
November 18,
2022
Bozeman Fire
Department N/A
7. Post Required
Materials to
Shared Website
List of community stakeholders
By Monday,
November 28,
2022
Bozeman Fire
Department N/A
8. External
Stakeholder
Meeting and
CRA/SOC
Instruction Part 2
Conduct a feedback session with
community stakeholders
Tour and meeting with the agency’s
emergency communications center
On-site review of agency CRA/SOC Module
1 & 2 drafts
On-site instruction of the CRA/SOC Modules
3, 4, 5, and 6
Wednesday,
November 30,
2022 through
Friday,
December 2,
2022
CPSE $7,800.00
9. Study of
Community
Hazard sand
Risks
Agency Upload of CRA/SOC Module 3 Draft
Community All-Hazard Risk-Assessment
Methodology applied
Emergency Operations Critical Task Analysis
Community Risk Classification and
Categorization documentation
Establishment of operation geographic
planning zones
By Monday,
January 16,
2023
Bozeman Fire
Department N/A
DocuSign Envelope ID: AA13C74C-D441-45C3-A702-0F4EAAD6D6FC
Appendix A: Community Risk Assessment/Standards of Cover Statement of Work
July 29, 2022
10. Web Meeting
for Module 3
Review
Technical Review of Module 3 Draft
By Monday,
January 23,
2023
CPSE $7,800.00
11. Measurement
of Systems
Performance
Agency Upload of CRA/SOC Module 4 Draft
Geographical analysis of first due and
effective response force emergency unit
distribution, concentration, and reliability
data
Emergency response performance data by
response grid and planning zone
By Monday,
February 27,
2023
Bozeman Fire
Department N/A
12. Web Meeting
for Module 4
Review
Technical Review of Module 4 Draft By Monday,
March 6, 2023 CPSE N/A
13. Evaluation of
Emergency
Response
Delivery
Systems
Agency Upload of CRA/SOC Module 5 Draft
Establishing agency benchmark emergency
response objectives
Establishing agency baseline emergency
response objectives
Establishing emergency response gaps by
risk classification and category of severity
By Monday,
March 27, 2023
Bozeman Fire
Department N/A
14. Web Meeting
for Module 5
Review
Technical Review of Module 5 Draft By Monday,
April 3, 2023 CPSE N/A
15. Systems
Management
and
Improvement
Plans
Agency Upload of CRA/SOC Module 6 Draft
Recommendations for emergency incident
response gap closure and for improved
incident outcomes
Organization continuous improvement
strategies
By Monday,
April 24, 2023
Bozeman Fire
Department N/A
16. Web Meeting
for Module 6
Review
Technical Review of Module 6 Draft By Monday,
May 1, 2023 CPSE N/A
17. Publish Agency
Community Risk
Assessment/
Standards of
Cover
Document
CPSE edit, layout, design, and publishing of
the agency’s Community Risk
Assessment/Standards of Cover Document.
By Monday,
June 12, 2023 CPSE $7,800.00
Acceptance:
City of Bozeman Initials of Authorized Party: Click or tap here to enter text.
Center for Public Safety Excellence (CPSE)
Initials of Authorized Party:
Debbie Sobotka, COO
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