ITEM 5.3 Fire Study RFPTY OF
Ot�ezo
MINNESOTA C.I
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
City Administrator/ Finance Director
Flaherty
December 11, 2017
PRESENTER(s)
REVIEWED BY:
ITEM #:
City Administrator/ Finance
Director Flaherty
the RFP. The direction from the Council to staff was to review the draft RFP with the State Fire Marshal's
5.3
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff is asking that the City Council review and provide comment on the updated draft version of the
Fire Study request for proposals (RFP).
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROU N D/J USTI FICATION:
At the November 27, 2017 City Council meeting, staff presented a draft version of the fire study request for
proposals (RFP). Staff answered questions from the Council, whom ultimately concurred on the content of
the RFP. The direction from the Council to staff was to review the draft RFP with the State Fire Marshal's
office, obtain feedback, and bring back the RFP for Council consideration and approval.
The State Fire Marshal's office currently is accepting applications for Fire Services Planning Grants. At the
October 30, 2017 City Council work session, the City Council directed City staff to work on a grant
application. One of the requirements for actually submitting an application is that the City meet with and
work with Fire Service Specialists on the submittal.
City Administrator Flaherty met with three representatives from the State Fire Marshal's office on
November 29, 2017. Those representatives included Fire Service Specialists Tate Mills, John Ehret and Jared
Rozeboom. The group focused on the review of the specific scope of services within the draft RFP.
The Fire Service Specialists were very helpful, and provided another point of view in developing a scope of
services to best suit the City. During the review, a handful of ideas for modifications to the RFP were
discussed. The recommended modifications were identified to increase the value received by the City from
the study, as well as increasing the appeal of the City's upcoming grant application. The recommended
modifications have been incorporated into the updated draft version of the RFP and will be reviewed and
considered individually by the City Council.
Grant application submittals are due by January 31, 2018. If the City Council wishes to pursue the grant
opportunity, City staff would recommend the Council approve the RFP as presented, or to provide direction
to staff on any requested changes. The approved RFP would then be posted and advertised stating that the
City is seeking proposals.
SUPPORTING DOCUMENTS ATTACHED:
0 DRAFT — Request for Proposals
POSSIR[ F MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES:
No action is absolutely necessary; however, options could include:
1) Motion to approve the RFP as presented with further direction to staff to advertise the RFP.
2) Motion to approve the RFP with modifications including:
further direction to staff to advertise the RFP.
3) Other...
13LJDGET INFORMATION
FUNDING: BUDGETED:
Fund 214 —Fire Reserve Yes
with
CITY OF
e
MINNESOTA
ans-e Time Improvement &
�rvice Model
Proposals Due:
January 41416., 2018
By 4:00 PM
Request
The City of Otsego is accepting proposals from qualified and experienced fire service consulting firms to
provide a fire service response model for the GtV..statien locatien study and facility needs aRalysis. The
purpose of the study is to create a complete and transparent fire service response model to be used by
elected officials in making decisions. The study will also be used to map and analyze current fire
response times and to provide a planning tool for use in determining the number of and location of
future fire stations within our growing City.
City Overview
Located at the northwest corner of the Twin Cities metropolitan area, the City of Otsego covers an area
of approximately 30 square miles. The City was incorporated in 1990 after being an established
township since 1958. Since incorporation, the City has experienced significant growth and is the fastest
growing City in Wright County and among the top 10 for new develo ' pment within the greater Twin
Cities metropolitan area. The State Demographer's most recent population estimate is 16,019. Current
growth forecasts anticipate the City's population to increase to 25,000 within the next 20 years, and
anticipate a final build -out population in excess of 60,000.
City Structure
The City operates under the "Optional Plan A" form of government as defined in Minnesota Statutes.
Under this plan, the government of the City is directed by a City Council consisting of an elected Mayor
and four elected Councilmembers at large. The City Council exercises legislative authority and
determines all matters of policy. The City Council appoints personnel responsible for the proper
administration of all affairs relating to the City. The Mayor and Counc,ilmembers serve four yearterms
with two Councilmembers elected to four year terms every two years.
Current Contratiulal-Partners
The City of Otsego currently contracts for fire protection services from fire departments located in our
neighboring communities of Albertville, Elk River and Rogers. Each of the three departments has full-
time Fire Chiefs with the remaining.firefighters being paid on-call volunteers. Each department covers
specific geographic boundaries based upon contractually defined service areas; however all three
departments have a great working relationship and provide mutual aid whenever the instance warrants.
A ma . p indicating the geographic boundaries is located on the City's website.
Scope of Services
The City of Otsego is seeking qualified and experienced fire service consulting firms to provide a fire
service response model forthe City utilizing our existingfire service contracts.- station ieeatiGn study
aAd- far-ility Reeds analy he scope of services includes the following -
1) Generate GIS mapping ef 6UFFent Fespe*s�e�for the City of Otsego. Specific mapping shall
include:
a. All emergency response calls beginning January 1, 2015 to current day.
-a-.h. Resoonse times based on current locations of fire stations for all contractual partners.
b -.c. Location of any and all firefighters
partners.
c--.�_._Population density.
4-.e. Land use.
e-.f._Any additional mapping required to adequately support any recommendations.
2) Work with Otsego City staff and within the City's Comprehensive Plan to update mapping to
include expectations of future growth for -1415 years into the future.
�43)Generate a gap analysis and make recommenclationsfor response time improvements that
could he made indeoendentIv, orior to�or between the�-constructions of future fire station
facilities. Identify implementation timeframes for each respective recommendation.
4) Make recommendations for locations of fire station facilities using compliance with NFPA 1720
as the guideline. This study is NOT intended to prove compliance with NFPA 1720 in all of its
aspects. Recommendations should include placement to meet cu ' ri —, needs and changes that
might be expected to occur to meet the -4)-15 year planning period needs. Each
recommendation should be accompanied bv.GIS mapping indicating where current and/or
Make.a(separbteset of 'trecomm , 6ndations for locations of fire station facilities under a
scen'�Ho_where unfbre�leen circu histahces caused the City to have its own departmen
r:irh'rprnri�inpn(-i;i'tinKqhnijid hp'accomnanied bv GIS marminiz indicatinR where current
and/or tuture Tirelngniers wouia oe responaing irurti.
4-)5)Make recommendations re I garding the prioritization and sequencing of construction of the
.,recommended fire station' facility locations.
6cls and capital equipment needs analysis for all recommended fire station
jGenerate a space ne
-facilities including a recornme,ndation for adequate land acquisition for each recommended fire
station facility. This, should include estimates of probable costs for the recommended fire station
facilities and respective ca�lf I al equipment.
Assumptions
Each fire service consulting firm shall develop their proposal with the following assumptions included:
1) Base GIS mapping will be provided by the City of Otsego. Consultant to verify conditions.
2) Emergency response call data will be made available by each Fire Department currently serving
the City of Otsego. Successful consultant will be responsible for contacting each Fire Department
and gathering the data required.
3) Existing service contracts will remain in place following the study. This study is not intended to
develop an independent Fire Department for the City of Otsego (other than the exception for
Scope of Services 3-A). In other words, the City of Otsego will construct any future fire station
facilities, and the current contracted Fire Departments will staff and operate the respective fire
station facilities.
4) Fire Departments will meet with the successful consultant to provide the necessary data at the
cost of the City of Otsego.
5) All GIS mapping data will be delivered to the City of Otsego at the completion of the study for
their use in future planning efforts.
Study Timeframe
The City of Otsego expects that the successful consultant will complete the stqA-,jp—,'eet all required
meetings and provide all deliverables by ��October 31, 2018. / < \
Required Meetings
The consultant shall propose a meeting schedule based on the aforementioned scope of services. The
City of Otsego, at a minimum, expects the following meetings:
1) Initiation meeting with City staff.
2) Onsite community visit and evaluation of existing facilities and equipment with each Fire
Department.
3) Meeting with City staff to review the preliminary (draft) results of the study.
4) Work session (evening) meeting with the City Council, Public Safety Commission and City Staff to
review the preliminary (draft) results of the study. This meeting needs to include adequate time
for thorough review and questions.
5) Formal presentation of the final results of the study at a,,Qlty,�,ou'ncil meeting (evening). This
meeting needs to include adequate time for thoroughtevie d
w. an questions.
Deliverables
Each fire service consulting firm shall deliver the final result�\(
format useable by the City of Otsego. All data becomes prope
service consulting firm as the source.
Proposal
Each fire service consulting firm submittinf
'd GIS data electronically in a
of Otsego, citing the fire
1) A letter outlining the firm's backgroun 1 '4
2) A list of five similar studies completed 7 th' e yqeFrs. This should include contact
information for the respective ersons.
3) A project outline detailing the strategy your firm will use for completing the study.
4) A statement identifying in clet�il the items your,study will include, referencing the
aforementioned scope of services.
5) The name and professional biography for the manager assigned to this study.
6) The names and professional biographies for the staff whom will be assigned to this study.
7) A meeting schedule in accordance with the aforementioned required meetings.
8) A cost for each additional meeting.
9) A timeline for comp'letioh,of the study.
10) A "not -to -exceed" C�ost.
11) A list of additional and/or recommended study options not included within the aforementioned
scope of services and with individual costs per additional study option.
Costs of Proposal
All costs incurred for the preparation of a proposal in response to this request for proposals shall be
borne by the proposing fire service consulting firm.
Award Criteria
The City of Otsego will award a contract to the fire service consulting firm whose qualifications are
deemed to best provide the services desired, taking into account the requirements, terms and
conditions contained within this request for proposals. The City will consider conformity with the scope
of services, the performance period, the delivery terms, and the proposed price as factors in making its
award decision.
The City has the absolute and sole discretion in making an award under this request for proposals. The
City may, at its sole and absolute discretion, decide to not issue an award if the City deems it to be in the
best interest of the City.
Questions
Any and all questions relating to this request for proposals should ' b/e directed via email to Adam
Flaherty, City Administrator. Email contact information is lcat�d below.
x
Proposal Submission
The City of Otsego requests seven hard copies,ofthe proposal�p&drvlk�/Iectronic copy. Both versions of
the proposals shall be submitted to: I
City of Otsego
Attn: Adam Flaherty, City Administra or
13400 90th Street NE
Otsego, MN 55330
Email: aflahertV@cLots-e-ao.mn�us
DUE:
Ja - nuary .1416 2018
By 4:00 PM
LATE PROPOSALS WILL NOT BE ACCEPTED