HomeMy WebLinkAbout6.b. RFP's for Fire Station Facilities & Fire / Police AdministrationP (I BOX 51(
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TO: Mayor Hoke 2/11/88
Councilmembers: Napper
Oxborough
Walsh
Wippermann
FROM: Stephan Jilk, Administrator/Clerk
RE: Requests For Proposals
Fire Station Facilities Study
Fire/Police Department Administration Study
Public Works Facilities Study
Gentlemen•
Approval was given to city staff to draft Requests for
Proposals (RFP's) for the completion of three different studies
and they are:
1) To determine the number of and location for fire
station facilities in Rosemount.
2) To review the administration of the 'Fire and Police
Departments and recommend whether or not they should be
combined into a "Public Safety" Department.
3) To determine the needs of the Public Works Department
in the area of shop, maintenance, storage,
administrative office functions and recommend the size
and location of such a facility.
I am presenting, at this time, two of the three RFP's for
your consideration and recommend your approval. They are: Fire
station needs and Fire and Police administration functions. I am
not submitting the RFP for the study on the Public Works facility
at this time because of continuing discussions amongst staff
which seem to indicate that staff will be able to determine our
needs for this facility without the use of an outside consultant.
Following is a list of explanations on the other two RFP's,
what is expected out of the studies and why we are asking the
studies to be completed by an outside consultant.
a) It is the responsibility of any department which provides
services in a governmental environment to maximize that level of
service and at the same time minimize the cost of those services
to the tax payer in the local community. Services provided
through the operations of the Fire and Police departments are
difficult, but not impossible, to measure in terms of efficiency
and cost effectiveness. Combining the administration of these
departments may be one approach.
Council Memo 2
Re: RFP's
February 11, 1988
b) Especially in communities where volunteer fire departments
operate, but generally in all communities, the level of fire
protection service tends to be gauged by how many fire stations
can be built. Fire stations tend to be double jeopardy — you buy
the land, build the station and then have to equip it. The cost
of equipment is the largest outlay of funds. The question comes
up as, to whether a city can consolidate facilities to lessen the
cost of equipping several stations and reduce response time by
the department in other ways such as improving access throughout
the community, dispatching, etc.
c) Answering these questions can be very political and
sensitive. There are, and rightfully so, very strong feelings as
to what direction to go in these matters. Allowing city staff to
be bought under the pressures in making those determinations and
recommendations can cause a extreme strain on relationships
between departments and there are consulting firms which do these
studies and have developed extremely well proven methods to
follow in determining what will work best for a given community.
d) Determining the facility needs of the fire department and
administrative direction of both departments fall under the same
volatile review and decision process and so I would again
recommend that we continue this process with outside consultants.
e) Funds were budgeted in 1988 for the completion of these
studies. When we receive the RFP's we will be able to determine
if sufficient funds were budgeted for both studies.
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CITY OF ROSEMOUNT
REQUEST FOR PROPOSAL
LOCATION AND NUMBER OF FIRE STATION FACILITIES
PURPOSE
The purpose of this Request for Proposal (RFP) is to provide a
means of evaluating qualified consulting firms in order to select
the most qualified and cost effective firm for the recommendation
as to the number and location of fire station facilities in the
City of Rosemount.
SCOPE
The scope of this project is for the review of existing and
potential development in the City of Rosemount as it relates to
fire protection and recommendation of the future needs for fire
station facilities.
EXISTING CONDITIONS
The City of Rosemount has an area, inside its corporate limits,
of some 36 square miles of land. The development of property
ranges from agriculture to heavy industrial. The area currently
developed for residential use is some 12 square miles in its
western end with agriculture and industrial use scattered
throughout the rest of the city.
The city's current population is estimated at 7000 and is
projected to double in the next ten years
The city currently has one fire station facility. The fire
department is a volunteer department with some 36 members. The
city is not anticipating going to a full-time fire fighter
program in the future. The city contracts to provide fire
protection to two areas outside it's corporate -limits which
expands, though not significantly, the total area serviced.
PROPOSED PROJECT NEEDS
Future planning for the providing of sufficient numbers of and
location for fire station facilities in the city based upon
existing population growth potential and commercial and
industrial development in the city.
0 0
RFP - Location and Number of Fire Station Facilities 2
February 11, 198$
The consultant will provide site location and number of
facilities needed. The consultant would consider the existing
fire station facility and its place in future needs of the city.
The consultant will review existing and future transportation
infrastructure (street network) in making a proposal for fire
station facilities.
QUALIFICATIONS
The consultant shall submit the firms qualifications and a client
list of references with the RFP.
The consultant shall also include the names of the project
management team the consultant proposes and also their individual
qualifications along with the RFP.
FEES
The consultant shall include the proposed method of charging for
its services - that is fixed fee, hourly with max, etc.
RFP SUBMITTAL
The following is a minimum list of submittal that the city, will
require for the RFP.
1) A letter explaining the consultants understanding of
this project.
2) The firm's qualification for completing the study.
3) A list of cities for which a similar study was
completed by the consultant.
4) A list of the consultants project team and their
individual qualifications.
5) An outline of the project schedule including any
specific task assignments to project team members.
6) Estimated requirements for city staff involvement in
study.
7) The method of presentation and response to city staff
and city council to allow the best understanding and
utilization of study result.
8) Project fee basis and rates.
9) RFP's will be submitted by March 15, 1988.
RFP - Location and Number of Fire Station Facilities 3
February 11, 1988
SELECTION CRITERIA
City staff will select the Consultant based on, but not limited
to, the following criteria:
a) Experience of firm and project management team.
b) Firms accountability record with other city projects.
c) Firms proposed fees.
d) Time table.
e) Firms presentation and follow up methods used and
proposed.
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CITY OF ROSEMOUNT
REQUEST FOR PROPOSAL
COMBINING POLICE AND FIRE DEPARTMENT ADMINISTRATIVE FUNCTIONS
PURPOSE
The purpose of this Request for Proposal (RFP) is to provide a
means of evaluating qualified consulting firms in order to select
the moat qualified and cost effective firm for the recommendation
to combine or not combine the administrative functions of the
Rosemount .City Police and Fire Departments.
SCOPE
The scope of this project will be to review the administration
functions of the Rosemount City Police and Fire Departments as to
their efficiency and response to the overall needs of the
community and recommend as to continuing the separate
administrative functions or combining them under some method.
EXISTING CONDITIONS
The City 'of Rosemount has an area, inside it's corporate limits,
of 36 square miles. The city's present population is estimated
at 7000 plus. This population is estimated to double in the next
ten years. The city operates under the statutory city form of
government governed through Minnesota State laws. The city
functions administratively through an administrator appointed by
a city council and Mayor elected at Targe.
The chief of police administrates a department which includes
seven officers, a dispatcher and sergeant, and reports to the
appointed city administrator. The chief is appointed by the city
council.
The fire chief administrates the operations of a 38 member
volunteer fire department out of a single fire station facility.
The number of and location for additional fire station facilities
is being considered under a separate study. The chief is elected
by the general membership of the department and approved by the
city council. The chief reports to the city administrator.
PROPOSED PROJECT NEEDS
A) Review of the physical, economic and population
characteristics of the City of Rosemount, both existing
and projected.
•
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RFP - Combing Police and Fire Department Functions 2
Cont
B) Review of the current operations of the Police and Fire
Departments. This would include training, personnel
administration, response to the safety service needs of
the community, coordination of areas of service mutual
to these two departments and finally the level of
efficiency being maintained by operating both
departments and how this would change with the city's
growth projections.
C) Completion and presentation of a recommendation as to
whether or not to combine, in some fashion, the
operations of both of these departments. The two main
types of consolidation to be considered are:
1. Functional Consolidation
2. Nominal Consolidation
QUALIFICATIONS
The consultant shall submit the firms qualifications and a client
list of references with the RFP.
The consultant shall also include the namesof the project
management team the consultant proposes and also their individual
qualifications along with the RFP.
FEES
The consultant shall include the proposed method of charging for
its services that is fixed fee, hourly with max, etc.
RFP SUBMITTAL
The following is a minimum list of submittal that the city will
require for the RFP.
l) A letter explaining the consultants understanding of
this project.
2) The firm's qualification for completing the study.
3) A list of cities for which a similar study was
completed by the consultant.
4) A list of the consultants project team and their
individual qualifications.
5) An outline of the project schedule including any
specific task assignments to project team members.
RFP - Combing Police and Fire Department Functions 3
Cont
6) Estimated requirements for city staff involvement in
study.
7) The method of presentation and response to city staff
and city council to allow the best understanding and
utilization of study result.
8) Project fee basis and rates.
9) RFP's will be submitted by March 15, 1988.
SELECTION CRITERIA
City staff will select the Consultant based on, but not limited
to, the following criteria:
a) Experience of firm and project management team.
b) Firms accountability record with other city projects.
c) Firms proposed fees.
d) Time table.
e) Firms presentation and follow up methods used and
proposed.
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