HomeMy WebLinkAbout23 - Professional Services Agreements - Center for Public Safety Excellence - Technical Assistance with Self AssessmentProfessional 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
July12th
430thJune
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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
Jeff Mihelich, City Manager
By
Print Name:
Print Title:
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Debbie Sobotka
Chief Operating Officer
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APPROVED AS TO FORM:
By
Greg Sullivan, Bozeman City Attorney
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info@cpse.org – 703-691-4620 – www.cpse.org
Self-Assessment Manual Facilitation with
Site Study Proposal
To
Bozeman Fire Department
34 North Rouse Avenue
Bozeman, Montana 59771
Josh Waldo, CFO
Fire Chief
June 7, 2023
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CONTENTS
THE CPSE DIFFERENCE ........................................................................................................................ 3
SCOPE ......................................................................................................................................................... 3
PROJECT FRAMEWORK ........................................................................................................................ 5
PROJECT TIMELINE .............................................................................................................................. 6
DELIVERABLES ........................................................................................................................................ 7
CPSE RESOURCES .................................................................................................................................... 7
ESTIMATED FEES AND EXPENSES ..................................................................................................... 7
ASSUMPTIONS ..................................................................................... Error! Bookmark not defined.
INQUIRIES ................................................................................................................................................. 8
SAMPLE STATEMENT OF WORK ....................................................................................................... 9
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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 work plan that is comprehensive, well designed,
• 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.
It has been TAP’s experience that the most successful self-assessment efforts have involved members from
all ranks and positions within a fire service agency. CPSE’s self-assessment model’s process focuses on
identifying systems and resources available to provide emergency service, measuring the effectiveness of
each service delivery program, and developing plans for continuous improvement.
BENEFITS OF SELF-ASSESSMENT
Fire and emergency services agencies find themselves living in a world between public service and private
demand. With common goals of reducing property and life loss and promoting employee safety, the agency
has to make choices. Before making choices, however, the agency must know its current status….that’s
where the self-assessment provides value.
Self-assessment is an excellent way of coping with the rise of performance-based budgeting. This type of
budgeting requires measuring, benchmarking and analysis, all of which are encompassed within the self-
assessment process. Government accountability has also been an emerging trend for the last few decades.
Self-assessment provides a reliable response to increased oversight by managers and elected officials and
potential criticism from the community.
Perhaps the greatest benefit to accreditation is the self-assessment process. The willingness of those most
familiar with the internal operations of an agency to identify strengths and weakness is often a game
changer. By shifting the focus of assessing the department from an inventory-based system (e.g. number of
staff, number of vehicles, or number of inspections conducted) to an organizational performance-based
system (e.g. staff training levels, vehicle conditions, or resolution of issues identified during inspections),
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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the agency begins to focus on outcomes rather than outputs. The ability for an agency to tell its story using
empirical-based data rather than anecdotes is vital during budget requests and in anticipating and coping
with change.
Noted below are the benefits of conducting a self-assessment:
• Raises the profile through the promotion of excellence
• Encourages quality improvement
• Ensures the agency has a defined mission and related objectives
• Identifies areas of strengths and weaknesses
• Allows for the establishment of a plan for improvement
• Communicates management and leadership philosophies
• Facilitates input from and builds positive relationships with labor
• Encourages the development of organizational procedural documents
SCOPE
Most fire service agencies desire a process that allows them to identify exactly how well they are able to meet
the community’s needs and expectations for emergency services delivery; however, some fire service
agencies lack the dedicated resources, understanding, and/or clear direction toward accomplishing this
goal.
The Self-Assessment Document Facilitation process typically takes six - eight months and includes:
• Customized writing instruction for all agency writers and complete orientation in the CFAI
accreditation process, and
• A critical review of all agency writing through shared website and web-based meetings.
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SELF-ASSESSMENT MANUAL FACILITATION with SITE STUDY PROPOSAL
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Expected outcomes include a Self-Assessment Document that will provide a description, appraisal, and plan
with references as required by the 10th Edition CFAI accreditation model, as contained in the Quality
Improvement for Fire and Emergency Services. Eleven categories represent the CFAI model:
1. Governance and Administration
2. Assessment and Planning
3. Goals and Objectives
4. Financial Resources
5. Community Risk Reduction Program
6. Physical Resources
7. Human Resources
8. Training and Competency
9. Essential Resources
10. External Systems Relationships
11. Health and Safety
PROJECT FRAMEWORK
The process of conducting a self-assessment is systematic, but also requires an understanding of the various
components that drive a modern fire service agency. While no one person is likely to be an expert in all of
the components assessed, each agency has members with specialized knowledge or who possess specific
skills to research the information needed. The key to self-assessment is going through the process with the
understanding that success is based on the ability to conduct an honest and forthright evaluation of what
an agency is doing in comparison to the stated standards in the accreditation model.
Those conducting a self-assessment must commit to truly assessing what is going on within the agency,
even if the assessment reveals that the agency is not doing things as well as once thought. This honest and
forthright evaluation is what helps agencies improve and ultimately deliver a higher-quality service to their
community and making the industry better. An agency must consider and commit to this when
approaching the self-assessment process.
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The chart below illustrates the general flow of events for a comprehensive self-assessment:
PROJECT TIMELINE
There will be three primary 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 30 days and complete the project within 6 - 8 months.
1. Project Executive Orientation
2. CFAI Accreditation Model and Self-Assessment Instruction
3. Self-Assessment Document Preparation, Review, and Finalization
4. Site study (simulated CFAI accreditation on-site assessment) with report
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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 CFAI Model document set-up for agency use;
4. Twelve hours of on-site facilitative activity to include:
a. One (1) CPSE technical advisor instructional delivery and writing activity work sessions on
the CFAI Model requirements of self-assessment
5. CPSE subject matter expert feedback on all draft category documents; and
6. Facilitation of up to eleven (11) 60-minute CPSE facilitator/agency web meetings for draft document
review and/or discussion, as requested by the agency.
7. Three-day self-assessment site study with a minimum of three TAP advisors.
8. One (1) digital copy of the self-assessment site study report to use as a guide as the agency considers
its readiness for CFAI Candidate Agency status.
CPSE Resources
CPSE’s Technical Advisor Program Manager oversees every project to ensure that the end result of each
project is a satisfied client whose expectations are fully met. Guiding publications and instructional
workbooks will be provided for the agency’s accreditation team.
Estimated Fees and Expenses
CPSE has estimated the following fees and expenses for this project:
The proposed cost for CPSE to facilitate the development of the Bozeman Fire Department’s Self-
Assessment Manual with Site Study is $45.500.00. As the Bozeman Fire Department utilized CPSE to
facilitate its community risk assessment/standards of cover, CPSE is providing a proposal quote of
$43,224.00.
This proposed cost includes all technical advisor time and travel expenses to facilitate the Self-Assessment
Document facilitation process. The facilitation process events will be scheduled according to the agreed
upon statement of work (SOW). 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.
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SELF-ASSESSMENT MANUAL FACILITATION with SITE STUDY PROPOSAL
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Assumptions
• The Bozeman Fire Department is a municipal fire service organization that protects the residents,
businesses, and visitors of the City of Bozeman, Montana.
• Josh Waldo, Fire Chief is the key contact for this project.
• Please provide any specific procurement requirements to CPSE prior to the issue of a professional
services agreement for this project work.
• 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 self-assessment
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.
INQUIRIES
Please contact CPSE with any inquiries regarding this proposal:
Brian R Dean, MS, CFO, EFO
Technical Advisor Program Manager
Office: (703) 691-4620
Direct: (703) 219-8166
Email: bdean@cpse.org
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SAMPLE STATEMENT OF WORK
Contract Price: $43.224.00
Project Steps Step Details Step Timing Step
Responsibility
Step
Billing
1. Project
Acceptance
• Finalized statement of work
• Signed professional services agreement
• Construction of updated shared web site
By TBD
CPSE and
Bozeman Fire
Department
(1/12 of
Contract
Price)
2. Project Executive
Orientation
• Discussion of final SOW and identification
of resources need for each step
• Overview of the shared web site
By TBD CPSE N/A
3. Self-Assessment
Writing Team
Instruction
• Instruction of the CFAI Model
competencies and writing requirements
for agency Self-Assessment Manual
TBD and TBD CPSE
(3/12 of
Contract
Price)
4. Upload of SAM
Categories 1,3,
and 4
• Agency upload of Category 1 Draft
• Agency upload of Category 3 Draft
• Agency upload of Category 4 Draft
By TBD Bozeman Fire
Department N/A
5. Technical Review
of Categories 1, 3,
and 4
• Technical Advisor review and comment on
Categories 1, 3, and 4 By TBD CPSE N/A
6. Upload of SAM
Categories 9, 10,
and 11
• Agency upload of Category 9 Draft
• Agency upload of Category 10 Draft
• Agency upload of Category 11 Draft
By TBD Bozeman Fire
Department N/A
7. Technical Review
of Categories 9,
10, and 11
• Technical Advisor review and comment on
Categories 9, 10 and 11 By TBD CPSE
(2/12 of
Contract
Price)
8. Upload of SAM
Categories 6, 7,
and 8
• Agency upload of Category 6 Draft
• Agency upload of Category 7 Draft
• Agency upload of Category 8 Draft
By TBD Bozeman Fire
Department N/A
9. Technical Review
of Categories 6, 7,
and 8
• Technical Advisor review and comment on
Categories 6, 7, and 8 By TBD CPSE N/A
10. Upload of SAM
Categories 2 and 5
• Agency upload of Category 2 Draft
• Agency upload of Category 5 Draft; Criteria
A, B, C, D, E, F, G, H, I, (J, K, L, if applicable)
By TBD Bozeman Fire
Department N/A
11. Technical Review
of Categories 2
and 5
• Technical Advisor review and comment on
Category 2, and the Criteria of Category 5 By TBD CPSE
(2/12 of
Contract
Price)
12. Final SAM Web
Meeting
(optional)
• Final technical advisor review and wrap up
of SAM categories and criteria
• CPSE & agency exhibit preparation and site
study discussion
By TBD
CPSE and
Bozeman Fire
Department
N/A
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13. Self-Assessment
Site Study
• Site work activity by 3 technical advisors to
evaluate the agency’s CFAI model work
TBD through TBD CPSE
(4/12 of
Contract
Price)
14. Self-Assessment
Site Study Report
• Technical advisor report and
recommendations for agency to consider
before becoming a CFAI candidate agency
By TBD CPSE N/A
DocuSign Envelope ID: 330E45B6-C07E-4687-AB19-2D0BE623E3E1
Appendix A: Self-Assessment Manual Facilitation with Site Study
June 7, 2023
Contract Price: $43,224.00
Project Steps Step Details Step Timing Step
Responsibility Step Billing
1. Project
Acceptance
• Finalized statement of work
• Signed professional services agreement
• Construction of updated shared web site
By Friday, August 4,
2023
CPSE and
Bozeman Fire
Department
$3,602.00
2. Project Executive
Orientation
• Discussion of final SOW and identification
of resources need for each step
• Overview of the shared web site
By Friday,
September 8, 2023 CPSE N/A
3. Self-Assessment
Writing Team
Instruction
• Instruction of the CFAI Model
competencies and writing requirements
for agency Self-Assessment Manual
Tuesday, October 3,
2023 and
Wednesday,
October 4, 2023
CPSE $10,806.00
4. Upload of SAM
Categories 1,3,
and 4
• Agency upload of Category 1 Draft
• Agency upload of Category 3 Draft
• Agency upload of Category 4 Draft
By Friday,
November 17, 2023
Bozeman Fire
Department N/A
5. Technical Review
of Categories 1, 3,
and 4
• Technical Advisor review and comment on
Categories 1, 3, and 4
By Friday,
December 1, 2023 CPSE N/A
6. Upload of SAM
Categories 9, 10,
and 11
• Agency upload of Category 9 Draft
• Agency upload of Category 10 Draft
• Agency upload of Category 11 Draft
By Friday, January
5, 2024
Bozeman Fire
Department N/A
7. Technical Review
of Categories 9,
10, and 11
• Technical Advisor review and comment on
Categories 9, 10 and 11
By Friday, January
12, 2024 CPSE $7,204.00
8. Upload of SAM
Categories 6, 7,
and 8
• Agency upload of Category 6 Draft
• Agency upload of Category 7 Draft
• Agency upload of Category 8 Draft
By Friday, February
9, 2024
Bozeman Fire
Department N/A
9. Technical Review
of Categories 6, 7,
and 8
• Technical Advisor review and comment on
Categories 6, 7, and 8
By Friday, February
16, 2024 CPSE N/A
10. Upload of SAM
Categories 2 and 5
• Agency upload of Category 2 Draft
• Agency upload of Category 5 Draft; Criteria
A, B, C, D, E, F, G, H, I, (J, K, L, if applicable)
By Friday, March
15, 2024
Bozeman Fire
Department N/A
11. Technical Review
of Categories 2
and 5
• Technical Advisor review and comment on
Category 2, and the Criteria of Category 5
By Friday, March
22, 2024 CPSE $7,204.00
12. Final SAM Web
Meeting
(optional)
• Final technical advisor review and wrap up
of SAM categories and criteria
• CPSE & agency exhibit preparation and site
study discussion
By Friday, March
29, 2024
CPSE and
Bozeman Fire
Department
N/A
DocuSign Envelope ID: 330E45B6-C07E-4687-AB19-2D0BE623E3E1
Appendix A: Self-Assessment Manual Facilitation with Site Study
June 7, 2023
13. Self-Assessment
Site Study • Site work activity by 3 technical advisors to evaluate the agency’s CFAI model work
Monday, April 15,
2024 through
Wednesday, April
17, 2024
CPSE $14,408.00
14. Self-Assessment
Site Study Report
• Technical advisor report and
recommendations for agency to consider
before becoming a CFAI candidate agency
By Wednesday,
April 26, 2023 CPSE N/A
Acceptance:
City of Bozeman, Montana Initials of Authorized Party: ____________________________
Center for Public Safety Excellence (CPSE) Initials of Authorized Party: Debbie Sobotka, COO
DocuSign Envelope ID: 330E45B6-C07E-4687-AB19-2D0BE623E3E1