ITEM 3.5 Beacon GISot1�eF
MINNrSOTA g
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
City Administrator/ Finance Director
Flaherty
March 12, 2018
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent Agenda
City Attorney MacArthur
3.5
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff is recommending that the City Council approve the Independent Contractor Agreement between
the City and Beacon GIS.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
Yes
No
BACKGROUND/JUSTIFICATION:
In December 2017, the City released a Request for Proposals (RFP) for a Response Time Improvement &
Fire Service Model. The deadline for consultants to submit a proposal was January 16, 2018.
The City received significant interest from the RFP and received a total of eight proposals. The proposals
were distributed to the City Council on January 22. The City Council thoroughly reviewed and discussed the
proposals during public meetings on February 12 and February 26.
At the February 26 meeting, the City Council voted 5-0 to award the proposal from Beacon GIS.
City Staff in conjunction with the City Attorney have drafted the attached Independent Contractor
Agreement. The agreement has been reviewed by Mr. Robert McNally from Beacon GIS, whom is agreeable
to the agreement as written.
SUPPORTING DOCUMENTS ATTACHED:
• Independent Contractor Agreement
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES:
Motion to approve the Independent Contractor Agreement between the City and Beacon GIS.
BUDGET INFORMATION
FUNDING: ' BUDGETED:
Fund #214 — Fire Reserve Yes
City of Otsego - Independent Contractor Agreement
This contract (the "Agreement") is made and entered into this 12th day of March, 2018, between:
1.) The City of Otsego, Minnesota (the "City"); and
2.) Beacon GIS (the "Contractor").
The City and the Contractor are referred to herein individually as a Party and collectively as the "Parties."
1. PURPOSE: The purpose of this agreement is to set forth the terms and conditions under which the
Contractor will provide certain services to the City.
2. SCOPE OF SERVICES: The Contractor shall perform the work (the "Services) as described in
Exhibit A to this Agreement which is incorporated herein by reference.
The Contractor agrees to comply with all federal, state, and local laws and ordinances applicable to the
Services to be performed under this Agreement, including all safety standards.
The Contractor will furnish labor, materials, and other services necessary to complete the Services for the
City. The City will provide to the Contractor the information, data, and assistance required as specified in
Exhibit A. Contractor is not responsible for lack of data or quality of information to be provided by the City
or the City's contracted entities to complete the work. The Contractor shall perform office work at its own
facility and any other sites deemed necessary by the Contractor.
The Contractor represents and warrants that it has the requisite training, skills, and experience necessary
to provide the Services and is appropriately licensed by all applicable agencies and governmental entities
and will perform the Services with reasonable care and skill.
The Contractor shall not perform any additional Services without the express written permission of the
City.
3. TERM: This Agreement shall be effective on the date hereof and shall continue, unless terminated
sooner in accordance with the terms of this Agreement, until the Completion Date.
The Contractor shall complete the Services by July 31, 2018.
If the Contractor refuses or fails to complete the Services, or to complete the Services in a manner
consistent with generally acceptable standards for the industry, the City may, by written notice to the
Contractor, give notice of its intention to terminate this Agreement. After such notice, the Contractor
shall have ten (10) days to cure, to the satisfaction of the City. If the Contractor fails to cure, the City
shall send the Contractor a written termination letter which shall be effective upon deposit in the United
States mail to the Contractor.
The Contractor may terminate this Agreement if the City is in breach of any material obligation
contained in this Agreement, which is not remedied by the City within ten (10) days of written notice.
The Parties may voluntarily terminate this Agreement at anytime by mutual agreement.
In the event of termination, the City shall only be responsible to pay for the Services
satisfactorily performed by the Contractor to the effective date of termination, as described in
the final invoice to the City.
4. COMPENSATION: As consideration for the provision of the Services, the City agrees to pay the
Contractor a sum not to exceed $21,300.00 upon a schedule as outlined in Exhibit A- 35% payment due
upon contract signing, 35% payment due upon receipt of draft report and 30% due upon receipt of final
report, plus any unexpected expenses. Expected expense estimated within the not to exceed fee are
anticipated to include travel, lodging, meals, postage, and copying. Travel, meals, and lodging arrangements
are completed by contractor.
The Contractor shall submit a written invoice to the City upon completion of the Services, except for the
initial payment.
The invoice shall be submitted to the City Council for approval at the first City Council meeting following
receipt of the invoice. The City shall pay Contractor within one (1) week after the invoice has been
approved for payment by the City Council. Late fees of 1.5% per month for invoices unpaid over 30 days
from original date.
If the City objects to all or any portion of any invoice, the City shall notify the Contractor of the dispute
with ten (10) days from the date of receipt and shall pay that portion of the invoice not in dispute. Any
dispute shall be settled in accordance with this Agreement.
5. INDEPENDENT CONTRACTOR RELATIONSHIP: It is expressly understood that the Contractor is an
"independent contractor" and not an employee of the City. The Contractor shall have control
over the manner in which the Services are performed under this Agreement. The Contractor shall supply,
at its own expense, all materials, supplies, equipment, and tools required to accomplish the Services
contemplated by this Agreement. The Contractor shall not be entitled to any benefits from the City,
including, without limitation, insurance benefits, sick and vacation leave, workers' compensation benefits,
unemployment compensation, disability, severance pay, or retirement benefits. Nothing in this
Agreement shall be deemed to constitute a partnership, joint venture or agency relationship between the
Parties. Contractor reserves the rights for artistic and creative aspects of the cartographic representations,
data analysis, and report delivered, to utilize them for marketing purposes. All information, records,
documents and data of the City shall be maintained in strictest confidence by Contractor and any
information obtained by Contractor in the course of performing its services , shall be held in strictest
confidence subject to statutory Minnesota Data requirements.
6. INSURANCE REQUIREMENTS: The Contractor, at its expense, shall procure and maintain in force for the
duration of this Agreement, general liability, automobile, professional, and worker's compensation
insurance. The Contractor shall, prior to commencing the Services, deliver to the City a Certificate of
Insurance as evidence that the above coverages are in full force and effect.
7. INDEMNIFICATION: To the fullest extent permitted by law, the Contractor agrees to defend, indemnify,
and hold -harmless the City and its employees, officials, and agents from and against all claims, actions,
damages, losses, and expenses, including reasonable attorney fees, arising out of the Contractor's
negligence or the Contractor's performance or failure to perform its obligations under this Agreement. The
Contractor's indemnification obligation shall apply to the Contractor's subcontractor(s), or anyone directly
or indirectly employed or hired by the Contractor, or anyone for whose acts the Contractor may be liable.
The Contractor agrees this indemnity obligation shall survive the completion or termination of this
Agreement.
8. DISPUTE RESOLUTION: The Parties shall cooperate and use their best efforts to ensure that the various
provisions of the Agreement are fulfilled. The Parties agree to act in good faith to undertake resolution of
disputes in an equitable and timely manner and in accordance with the provisions of this Agreement. If
disputes cannot be resolved informally by the Parties, the following procedures shall be used:
A. Whenever there is a failure between the Parties to resolve a dispute on their own, the Parties
shall first attempt to mediate the dispute. The parties shall agree upon a mediator, or if they
cannot agree, shall obtain a list of court -approved mediators from the Wright County District
Court Administrator and select a mediator by alternately striking names until one remains. The
City shall strike the first name, followed by the Contractor, and shall continue in that order until
one name remains.
B. If the dispute is not resolved within thirty (30) days after the end of mediation
proceedings, the Parties may pursue any legal remedy.
C. Attorney Fees: If suit, action, or arbitration is brought either directly or indirectly to
enforce the terms of this agreement, the prevailing party shall recover, and the losing
party hereby agrees to pay, reasonable attorney's fees incurred in such proceeding,
in the trial and appellate courts, as well as costs and disbursements as ordered by a
court of competent jurisdiction.
9. GENERAL PROVISIONS:
A. Entire Agreement. This Agreement supersedes any prior or contemporaneous representations
or agreements, whether written or oral, between the Parties and contains the entire
agreement.
B. Assignment. The Contractor may not assign this Agreement to any other person unless
written consent is obtained from the City.
C. Amendments. Any modification or amendment to this Agreement shall require a written
agreement signed by both Parties.
D. Nondiscrimination. In the hiring of employees to perform work under this Agreement, the
Contractor shall not discriminate against any person by reason of any characteristic or
classification protected by state or federal law.
E. Governing Law. This Agreement shall be governed by and interpreted in accordance with the
laws of the State of Minnesota. All proceedings related to this Agreement shall be venues in
Wright County, Minnesota.
F. Ownership of Documents. All reports, plans, specifications, data, maps, and other
documents produced by the Contractor in the performance of Services under this
Agreement shall be the property of the City, subject to Contractor's use for marketing
purposes.
G. Government Data/Privacy. The Contractor agrees to abide by the applicable provisions of the
Minnesota Government Data Practice Act, Minnesota Statutes, Chapter 13, HIPAA requirements,
and all other applicable state or federal rules, regulations, or orders pertaining to privacy or
confidentiality. The Contractor understands that all of the data created, collected, received,
stored, used, maintained, or disseminated by the Contractor in performing those functions that
the City would perform is subject to the requirements of Chapter 13, and the Contractor must
comply with those requirements as if it were a government entity. This does not create a duty on
the part of the Contractor to provide the public with access to public data if the public data is
available from the City, except as required by the terms of this Agreement.
H. Waiver. The waiver by either party of any breach or failure to comply with any provision of this
Agreement by the other Party shall not be construed as or constitute a continuing waiver of
such provision or a waiver of any other breach of or failure to comply with any other provision
of this Agreement.
I. Notices. All notices and other communications pursuant to this Agreement must be in writing
and must be given by registered or certified mail, postage prepaid, or delivered by hand at the
addresses set forth below:
Notice to City: City Administrator
13400 90th Street NE
Otsego, MN 55330
Notice to Contractor: Beacon GIS
3801 Zebulon Williams Road
Monroe, NC 2811
Force Majeure. Except for payment of sums due, neither Party shall be liable to the other or
deemed in default under this Agreement if and to the extent that Party's performance is
prevented by reason of force majeure. "Force majeure" includes war, an act of terrorism, fire,
earthquake, flood, and other circumstances, which are beyond the control and without the fault
or negligence of the Party affected and which by the exercise of reasonable diligence the Party
affected was unable to prevent.
K. Savings Clause. If any court finds any portion of this Agreement to be contrary to law, invalid,
or unenforceable, the remainder of the Agreement will remain in full force and effect.
L. Counterparts. This Agreement may be signed in counterparts, each of which shall be
deemed an original, and which taken together shall be deemed to be one and the same
document.
IN WITNESS WHEREOF, the Parties, have caused this Agreement to be approved on the date above.
CITY OF OTSEGO
By:
Its: Mayor
And:
Its: City Clerk
BEACON GIS
By:
Its:
EXHIBIT A
1) City of Otsego —Request for Proposals —Response Time Improvement & Fire Service Model
2) Beacon GIS - Proposal
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•
Request for Proposals
Response Time Improvement
Fire Service Model
Proposals Due:
January 16, 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 City. 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 development 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 Councilmembers serve four year terms
with two Councilmembers elected to four year terms every two years.
Current Contractual 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 map 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 for the City utilizing our existing fire service contracts. The scope of services
includes the following:
1) Generate GIS mapping for the City of Otsego. Specific mapping shall include:
a. All emergency response calls beginning January 1, 2015 to current day.
b. Response times based on current locations of fire stations for all contractual partners.
c. Location of any and all firefighters from all contractual partners.
d. Population density.
e. Land use.
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 15 years into the future.
3) Generate a gap analysis and make recommendations for response time improvements that
could be made independently, prior 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 current needs and changes that
might be expected to occur to meet the 15 year planning period needs. Each recommendation
should be accompanied by GIS mapping indicating where current and/or future fire fighters
would be responding from.
5) Make recommendations regarding the prioritization and sequencing of construction of the
recommended fire station facility locations.
6) Generate a space needs and capital equipment needs analysis for all recommended fire station
facilities including a recommendation 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 capital 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. 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 study, meet all required
meetings and provide all deliverables by July 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 City Council meeting (evening). This
meeting needs to include adequate time for thorough review and questions.
Deliverables
Each fire service consulting firm shall deliver the final results of the study and GIS data electronically in a
format useable by the City of Otsego. All data becomes property of the City of Otsego, citing the fire
service consulting firm as the source.
Proposal
Each fire service consulting firm submitting a proposal must include:
1) A letter outlining the firm's background.
2) A list of five similar studies completed in the past three years. This should include contact
information for the respective persons.
3) A project outline detailing the strategy your firm will use for completing the study.
4) A statement identifying in detail 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 completion of the study.
10) A "not -to -exceed" cost.
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 be directed via email to Adam
Flaherty, City Administrator. Email contact information is indicated below.
Proposal Submission
The City of Otsego requests seven hard copies of the proposal and one electronic copy. Both versions of
the proposals shall be submitted to:
City of Otsego
Attn: Adam Flaherty, City Administrator
13400 90th Street NE
Otsego, MN 55330
Email: aflaherty@ci.otsego.mn.us
PROPOSALS DUE:
January 16, 2018
By 4:00 PM
LATE PROPOSALS WILL NOT BE ACCEPTED
Response Time Improvement
Fire Service Model
CITY OF
Ot e 0
MINNESOTA
March 30, 2017
Submitted by:
Beacon GIS
Charlotte, NC
www.BeaconGIS.net + (704) 607-5882
3801 Zebulon Williams Road, Monroe, NC, 2811
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BEACONGI
First Responder Planning Services
Proposal: Response Time Improvement & Fire Service Model
Ostego, Minnesota
January 16, 2018
Adam Flaherty, City Administrator
City of Ostego
13400 90th Street NE
Ostego, MN, 55330
RE: RFP — City of Ostego Response Time Improvement & Fire Service Model
Dear Mr. Flaherty,
IBEACONG IS
Flm aespo,Hmr w.�.,mu spa.
Beacon GIS is pleased to submit the accompanying proposal in response to the City of Otsego's Request
for Proposals (RFP) to conduct a Response Time Improvement & Fire Service Model. The RFP has been
reviewed in every detail and I am confident the study's scope or work is well within our qualifications
and abilities.
The firm is highly qualified to provide this service due to being deeply versed in fire department
deployment and station location. Similar projects that examine the location of current stations, facilities,
and the deployment of personnel and resources have been completed with the skills and talents of
Beacon GIS's services. The following is a brief overview of our qualifications.
Fire Service Deployment Analysis. Collectively, we have participated in a combination of more than 170
projects similar to the study of your community. The projects have ranged from comprehensive
assessments of fire and emergency services encompassing strategic planning to those that are specific
to fire station location analysis. Much of our work encompasses tasks which are part of the proposed
study of the Ostego community such as community risk analysis, staffing and apparatus deployment,
and future growth and potential impact on services. Our work experience is coupled with qualifications
and experience in the fire service deployment and planning.
National Guidelines and Standards. The benchmarks of many studies are the nationally recognized fire
station deployment related initiatives such as the National Fire Protection Association's committee for
Standard 1710 and 1720. Beacon GIS has applied related deployment criteria developed by the U.S. Fire
Administration (USFA), Insurance Services Office (ISO) and the Commission on Fire Accreditation
International's (CFAI) Standard of Cover. While using these benchmarks, each community is unique and
alternate deployment methods are proposed as well. These experiences make Beacon GIS well suited to
serve as a specialist in the fire station location and deployment.
Fire Station Functionality and Design. We are well versed in how the modern fire station should
function. This expertise has been gained through working with architectural firm's specializing in fire
station design and participation in fire station design workshops and conferences. In 2016, Beacon GIS
successfully coordinated with an architectural firm and city officials in a project that included a spatial
need assessment for a new fire department headquarters, site selection, and the securing of funding for
the station's design and construction while serving as technical advisor to the architect.
Proposal. Response Time Improvement & Fire Service Model ° 1BEACONG I S
Ostego, Minnesota
Our Clients. Our clients and their needs are important to us. We approach all of our projects through a
close collaboration with our clients including stakeholders within the fire department as well others.
Much of this collaboration is conducted through work onsite in order to gain as much of a realistic view
of the community and its unique challenges. We keep our clients informed throughout the course of our
work to ensure issues specific to their community is always kept in the forefront of our work.
Objectivity. We are an objective -based firm that has no formal collaboration with outside organizations
such as city or fire labor and management associations. Work is conducted through the collection and
analysis of data, review of special local conditions with an end result of a report to provide a roadmap
that for future implementation of policies and related initiates that allows for the most optimum level of
deployment of personnel and resources.
I am certain you will find our qualifications meets your department's expectations and is of a high
quality while within the funding constraints of your community. Our accompanying proposal consists of
an overview of our firm, project methodology, work plan and approach, deliverables and cost estimate
and details regarding the Beacon GIS qualifications.
Our firm proposes a lump sum price of $ 21,300.00 for the study. The proposed fixed cost includes all
costs for labor, insurance, travel, report preparation, and all associated costs.
Beacon GIS looks forward to assisting your department in this important project. Please feel free to
contact me anytime regarding our proposal.
Sincerely,
Robert McNally, Principal
Beacon GIS, LLC
(704) 607-5882
BeaconGlS@gmail.com
Proposal: Response Time Improvement & Fire Service Model
Ostego, Minnesota
']BBACONGIS
F4.I Reape.MwPla�nMa Servins
1.0 OVERVIEW AND EXPERIENCE............................................................................................... 1
2.0 RESUME................................................................................................................................3
3.0 APPROACH AND METHODOLOGY........................................................................................ 4
4.0 COST PROPOSAL................................................................................................................... 9
5.0 DISCLOSURES AND PRACTICES........................................................................................... 10
Proposal: Response Time Improvement& Fire Service ModelpdBEiACON(AS,
Osteao, Minnesota F .n=,POMur, m�servm>=
1.1 The Firm's Overview
Founded in 2005, Beacon GIS is a Limited Liability subsidiary of a North Carolina Corporation. Its mission
is to be the leader in public safety location intelligence and planning through objective perspectives. We
have conducted independently and with other firms on more than 170 emergency services studies
across the US and Canada. Beacon GIS, LLC is now emerging as a fresh, pioneering competitor in the
market with practical emergency service experience coupled with academic, analytical, and innovative
solutions for fire and EMS agencies.
The City of Ostego desires to have an independent examination and planning tool for the city fire
services. The purpose of the study is to ensure the efficient delivery of fire services as community
growth is occurring. The broad scope of work is ideally suited to our firm due to an extensive experience
providing services such as analysis of fire service effectiveness and efficiency based upon geographic,
demographic, and risk coverage.
1.2 Focus and Experience
Fire Department Studies. Since its incorporation, Beacon GIS has successfully completed projects that
range from Strategic Planning, Standards of Cover, fire station location studies, consolidations,
cooperative services, service assessments, developmental impact studies, and comprehensive fire
department master plans. Much of our work is in conjunction with a department's desire to improve its
ISO rating, compliance with NFPA 1710 or 1720, or the CFAI's Self -Assessment and Accreditation.
Education and Experience. We are an independently owned and managed firm without ties to any
interest group and devoted to ethical, open, and defensible analysis. We have an unparalleled
combination of experience working with cities and towns and similar forms of local government. As you
will see in our references, we have a number of recent and ongoing projects with other jurisdictions. We
are a small firm; each engagement gets our full attention. We are committed to technical excellence and
client satisfaction and our project team is highly experienced and has numerous projects behind them,
including experience with fire station location and feasibility analyses.
Public Interest. We believe that a fair study, conveyed in plain language, reflects the public interest. We
keep in mind that it is the public served by our work and we strive to demonstrate that with objective
analysis. By also learning the local unique character and needs, we consider multiple options before
recommending a solution.
1.3 Previous Work
Since 2005, the Beacon GIS team has applied nationally recognized standards such as NFPA 1710 and
1720 to over 180 fire station location and related organization studies; most as a subcontractor with
other firms who require our expertise and skills. The following consists of an itemized list of relevant
studies.
Grand Junction, CO Fort Lauderdale, FL
Fire Station Location Analysis Fire Station Location Study
Page 1 of 10
Endwell, NY
Fire Station Location Study
Proposal: Response Time Improvement & Fire Service Model
Osteao, Minnesota
Des Moines, IA
Fire Station Location Study
Des Plaines, IL
Fire Station Deployment
Topeka, KS
Fire Station Deployment
Gloucester, MA
Fire Station Relocation Analysis
Belgrade/Central Valley Fire, MT
Fire Station Location Study
Deptford, NJ
Fire Station Location/Master Plan
1.4 References
'-'IBEACONGIS
First Respandx Planning 5ervkes
St Charles, IL
McMinnville, OR
Fire Station Location Study
Fire Station Location Analysis
Plainfield, IN
Washington Terrace, LIT
Fire Station Deployment
EMS Feasibility
Lexington, KY
Spokane FPD 13, WA
Fire Station Location Study
Fire Station Deployment
Westford, MA
Bainbridge, OH
Fire Station Relocation Analysis
Facility Deployment Study
Davidson, NC
Fire Station Location Study
Laramie, WY
Fire Station Location Study
Danville, VA
Fire Station Location
New Hanover County, NC
Fire Station Location
Assessment
The below reference list includes recent fire station location related projects Beacon GIS has conducted
on behalf of local communities. The list provides contact information of each project's primary point of
contact. If desired by Ostego officials, additional references may be provided related to similar work we
have conducted while serving as a subcontractor.
Spartanburg, South Carolina
2015 Fire Station Location Study and current
Technical Consulting
Chief Marion Blackwell, (864) 596-2083
mblacl(well@cityofspartanburg.org
Greenville, South Carolina
2017 Standards of Cover
Capt. Kevin Henson (864) 467-6637
kthenson@greenvillesc.gov
Naples, Florida
2015 Fire Department Evaluation
Bill Moss, City Manager (239)213-1030
In conjunction with Public Safety Solutions, Inc.
Les Adams (410) 604-0650
Phoenixville, Pennsylvania
2016 Fire Station Location Study
In conjunction with Krug Architects
Steve Krug, (610) 299-3353
Jean Krack, Borough Manager, (610) 933-8801
ejkracl<@phoenixville.org
Chief John Buckwalter, (610) 960-0693
jbucl<walter@phoenixville.org
Rapids Fire Dept., New York
2016 Regional Fire Services Study
Chief Barry Kobrin
In conjunction with
Mike D' Allessandro & Associates.
(716) 816-8395
Page 2 of 10
Proposal: Response Time Improvement & Fire Service Model � BEAC ONG I S'
Osteao, Minnesota " F t1?e p-d.,P1 1.gS—me,
ROBERT MCNALLY
Charlotte, North Carolina # Beacon GIS@gmail.com
SUMMARY OF QUALIFICATIONS
Mr. McNally brings 20 years of public safety experience in Fire and EMS
management and deployment. Early in his career he served as a
firefighter/paramedic, manager, and instructor and was awarded twice for his
service to the communities that he served. He has participated in over 170 fire
service studies for fire and EMS agencies of various sizes and has helped
communities with a range of projects including master planning, service level
evaluation, fire/EMS consolidation, station location, response time analysis, and
analyzing community risks using the CFAI Standards of Cover methodology.
He serves as an instructor in emergency response as well as geographic information sciences. He has
delivered several presentations at national and regional conferences and has been published on the
subject of public safety and homeland security. His experience includes serving as an adjunct faculty at
FEMA's National Training Center for both the Emergency Management Institute (EMI) and the National
Fire Academy (NFA). Along with using ESRI's GIS platform and several extension software modules,
Robert is also adept at using GIS for natural disaster damage loss and estimation tools.
Experience
• GIS mapping and analysis
• Incident data analysis & reporting
• Emergency Medical Services Organization and Deployment
• NFPA 1710 and 1720
• CFAI Self -Assessment and Accreditation
• Fire station location, staffing, and deployment
FORMAL EDUCATION
• Bachelor's Degree, magna cum laude, Public Administration, Kean University, New Jersey
• Master's Degree, Geography specializing in Urban and Regional Planning, University of North
Carolina Charlotte
• Firefighter/Paramedic
Affiliations
Contract Instructor, FEMA Emergency Management Institute and National Fire Academy (NFA)
Certifications
ESRI: ArcGIS, Spatial Analyst, Network Analyst, Model Builder
Microsoft: Word, Access, Excel, PowerPoint, Project
FEMA HAZUS Professional Certificate
CAMEO, ALOHA, MARPLOT
Self -Assessment and Standards of Cover Certification — Commission on Fire Accreditation (CFAI)
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Proposal: Response Time Improvement & Fire Service ModelF IBEACON('iS'
Ostego, Minnesota "Mrt V-d.,PI, 1, 9S-1—
3.1 Scope of Work
1, Operational Evaluation and Analysis. Beacon GIS will conduct an operational efficiency evaluation
and analysis of existing fire services for the City of Ostego. The analysis will include an inspection of
existing conditions of the fire stations, apparatus, and staffing levels. This may include staffing
capabilities from alternate address if not duty staffed.
The capabilities of the current fire service to travel into the city, insurance distance coverages, and
the level of demand for services by type and location will be temporally examined from January
2015 to study date commencement.
The performance of response times and level of staffing on incidents will be analyzed in relation to
the NFPA 1720 benchmark guidelines.
2. Future Fire Service. Identify recommended future fire service strategies and a integration plan based
on but not limited to the following for the next 15 years:
a. Land use
b. Population patterns
c. Structural Density
d. Physical or natural barriers
e. Future residential and commercial development
f. Transportation infrastructure, including the ability for on-call firefighters to respond to the fire
station(s)
g. Station location, apparatus and equipment deployment based upon gap analysis
h. Timetable for station construction and estimated costs
3. Findings and Recommendations. The project team will prepare a draft report for review and
comment by the City before completing a final report. The final report will be presented to the City
Administrator and Council.
3.2 Project Outline
The Beacon GIS project team has carefully reviewed the RFP's scope of work and required tasks.
Subsequent to this review, the team proposes the following 5 -step process as the strategy for the
Ostego study.
Step 1: Project Kickoff
a. Project initiation
b. I<ickoff meeting with Ostego officials
c. Conduct meetings with Stakeholders (Fire Service Providers)
d. Onsite review of community layout and risks
e. Collect data, records and associated material
Step 2: Current Conditions Assessment
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Proposal: Response Time Improvement & Fire Service Model
Osteao, Minnesota
a. Review internal and external information
b. Identify fire department method of operation
c. Create base maps and travel time models for coverage
d. Review dispatch incident volumes
e. Assess fire service current capabilities
Step 3: Jurisdictional Assessment
a. Examine demographics, housing, and socioeconomics
b. Conduct structural risk assessment and ISO insurance rating
c. Review community strategic and comprehensive plans
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Step 4: Future Needs Planning
a. Review population growth forecast
b. Review developmental plans (residential and commercial) including transportation changes
c. Develop fire department workload forecast
d. Determine if locations are suitable or new location(s) are needed
e. Determine apparatus needs
f. Space needs estimates
g. Capital cost estimation
Step 5: Recommendations & Final Report
a. Present preliminary finds and recommendations
b. Develop draft report
c. Present final report
Project Assistance. The successful completion of each step of the process is dependent upon the timely
assistance of City offices. Specific support by fire departments and other relevant City staff including the
collection of documents, data, and other relevant material is crucial to the success and timeliness of the
project. It is proposed the specific details of roles and responsibilities for each city office will be
formalized during Step 1.
3.3 Methodology
The project team uses an objective -based approach to each project they undertake that is independent
from any organization or special interest group. In doing so, they will reference nationally recognized
standards, concepts, and best practices coupled with local needs. This includes utilizing relevant
standards of the National Fire Protection Association (NFPA) including Standard 1710 or 1720 as
identified by the community, self-assessment and standards of cover guidelines as provided by the
Commission on Fire Accreditation International (CFAI), and the 2012 Edition of the Fire Suppression
Rating Schedule applied by the Insurance Services Office (ISO).
The following provides a detailed overview of the teams typical methodology used to identify the
current delivery model, its response times and projected growth.
Onsite Field Work —
1. Conduct meetings with fire department and city officials
a. Develop description of the community served
b. Review of the services provided within the existing deployment and baseline performance
Review of community expectations
Page 5 of 10
Proposal: Response Time Improvement & Fire service Model "'� BEACON Cir [ �`i
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d. Collect data and information
e. Conduct review of the area and the fire facilities
f. Conduct stakeholder meetings
Our approach to these tasks builds on our experience in performing these studies as well as our deep
understanding of the dynamics of community fire protection. We begin by analyzing current conditions
with regard to services delivered, response time performance, and demand for service.
Current Conditions Analysis —
1. Create a base map illustrating the city limits, transportation network, physical and natural barriers
as they relate to current fire station locations.
2. Examine ISO distance requirements for engine and truck apparatus to determine any gaps in
coverage in relation to high risk properties (see next section # 1 below).
3. Geographically plot historic emergency incident locations to determine intensity of requests by area.
4. Model response travel time geographic capability to determine any gaps or redundant coverage
areas in relation to service demand levels. Mileage/population/service demand coverage statistics.
Including mutual aid departments.
5. Examine current population levels, geographic density, historical growth, and age composition as it
relates to provision of fire services.
6. Examine current housing use by occupancy and geographically represent areas in relation to
fire/ems travel coverage.
7. Review the functionality of current facilities with regard to operational efficiency
8. Review current infrastructure and land use in regards to risk to the community.
Future Needs Planning —
1. Examine future land use, development, and transportation plans and develop rough population
scenarios, including impacts on workload or fire response needs.
2. Based upon review of facilities; suggest relocations, renovations, or reconstruction based upon
current conditions assessment results.
3. Determine three strategies if new station locations or the relocation of an existing station/unit is
necessary.
a. Determine apparatus type needed in station
b. Realignment of first due areas
c. Integration of mutual or automatic aid departments
d. Space needs and capital cost estimates
3.4 Meetings/Deliverables
All meetings and conferencing will be coordinated by the Beacon GIS project team. The team will utilize
various methods of conducting meetings with Ostego officials including onsite meetings, conference
calls and web -based conferencing.
Web -Based Conferencing. Beacon GIS uses web conferencing technology that allows not only visual
communication of speakers, but also the ability to view maps, data, charts, and tables so that a seamless
coordination of referenced materials can be achieved. This allows our clients to realize cost savings of
travel expenses. We also utilize digital transfer technology so that the client project coordinator can
provide information in a timely fashion.
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Proposal: Response Time Improvement& Fire Service Model 1BEAC0NG1S
Osteao, Minnesota Firsf Reepo dz Ps ning Servkez
1. Project Initiation. (on site / in-person) estimated 3-4 days
a. Project Kickoff with City project liaison
b. Fire Departments Senior Staff
c. City staff for data collection (GIS, planning, transportation, utilities)
d. Facility & apparatus inspection/review
2. Draft Report. (on site / in-person) estimated 2-3 days
Beacon GIS will develop and produce a draft version of the written report for review by the city
staff, city council, and Beacon GIS. Client feedback is a critical part of this project and adequate
opportunity will be provided for review and discussion of the draft report prior to finalization. The
report will include:
' Detailed narrative analysis of each report component structured in easy -to -read sections and
accompanied by explanatory support to encourage understanding by both staff and civilian
readers
' Clearly designated recommendations highlighted for easy reference and catalogued as
necessary in a report appendix
' Supportive charts, graphs, and diagrams, where appropriate
' Supportive maps utilizing GIS analysis.
3. Final Report and Presentation. (on site / in-person) estimated 1 day
Beacon GIS will complete any necessary revisions of the draft and produce an electronic version in
pdf file format. Beacon GIS will make a formal in person presentation of the project report to a joint
meeting of the community leaders and/or organizations included in this project. The final report and
presentation will include the following:
' A summary of the nature of the project, the methods of analysis, the primary findings, and
critical recommendations including:
— Identification, description, and summary of current operations, policies, regulations, service
levels, response times, staffing, equipment and facilities of each department.
— Identification of any compliance with best practices and industry standards and any
deficiencies.
— A detailed and itemized analysis of the current efficiencies and/or inefficiencies of each
department and recommendations for each department to meet any or all of the objectives
while remaining independent in their operations.
— An evaluation, and if applicable, the identification and estimates the projected financial
impact of each recommendation.
' Supportive audio-visual presentation
Review and explanation of primary supportive charts, graphs, diagrams, and maps, where
appropriate
' Opportunity for questions and answers, as needed
Note: Presentation materials, files, graphics, and written material will be provided to the client at the
conclusion of the final presentation (s).
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Proposal: Response Time Improvement & Fire Service Model
Osteao, Minnesota
3.5 Project Schedule
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The timeline is subject to change based upon mutual agreement of parties representing City of Ostego
and Beacon GIS during the project work plan development. A timeframe of four months (120 days) is
estimated to complete the project starting with the kickoff meeting and initial fieldwork. It is recognized
that the deliverables are desired by the City by July 31, 2018.
Page 8 of 10
Proposal: Response Time Improvement & Fire Service Model
Ostego, Minnesota
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F+ni Reepom7rr PlanMng 5ervkes
4.1 Cost Proposal
Beacon GIS, LLC proposes the below fixed Not to Exceed price fee. The total fee includes professional
fees and services, travel, and printing and other administrative expenses.
Professional Fees and Services ................................................. 1 $16,225.00
Travel and Expenses .............. .................................... 5,045.00
Total Lump Sum Bid Amount, Not to Exceed .................................... $21,300.00
Additional Change Orders will be charged at $150 per hour.
Note: Cost proposal is valid for ninety (90) calendar days from date of proposal submittal to the City of
Ostego.
4.2 Proposal Invoice Schedule
We propose billings to be in three installments, with the last payment being withheld pending approval
of the final reports and project documents.
Invoice of 35% upon contract signing
Invoice of 35% upon submittal of draft report
Invoice of 30% upon submittal of final report
4.3 Related Fee and Cost Information
Not included in the above cost detail are additional local expenses that Beacon GIS may incur associated
with the project such as local taxes, fees, insurance coverage beyond current level, and business license.
4.4 Project Data Dependency
Providing its clients with quality and timely work is important to Beacon GIS. Timely response by Ostego
officials of the project team's request for data and related material is vital to ensuring the project stays
on schedule and within cost. Timely response by City officials, preferably within five business days, to
the Beacon GIS project manager data, information, and materials is necessary for the complete and
timely completion of the study. Much of the project's analyses require data provided by the City.
Incomplete data could greatly affect the study's analysis and final report.
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Proposal: Response Time Improvement & Fire Service Model I$EAC ON(iIS'
Osteao, Minnesota `� rr+=,Pond=�W=nnmg$-k-
5.0 DISCLOSURES AND PRACTICES
5.1 Conflict of Interest Statement
Beacon GIS, LLC has neither directly nor indirectly entered into any agreement, participated in any
collusion or collusion activity, or otherwise taken any action which in any way restricts or restraints the
competitive nature of this solicitation including but not limited to the prior discussion of terms,
conditions, pricing or other offer parameters required by this solicitation.
Beacon GIS, LLC is not presently suspended or otherwise prohibited by any government from
participation in this solicitation or any other contracting to follow thereafter.
Neither Beacon GIS, LLC nor anyone associated with the firm has any potential conflict of interest
because of or due to any other clients, contracts, or property interests in this solicitation or the resulting
project.
In the event that a conflict of interest is identified in the provision of services, Beacon GIS, LLC will
immediately notify the client in writing.
5.2 Insurance
Beacon GIS is protected with professional liability, commercial, worker's compensation, and vehicular
insurance. Upon the request of the City, additional coverage may be provided for the duration of the
study. Certificates of insurance can be provided upon request and at award of contract.
5.3 Requirements and Licenses
Beacon GIS, LLC, without additional expense to the city, shall be responsible for obtaining any necessary
licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations
in connection with the prosecution of the services.
5.4 Litigation
Beacon GIS, LLC has no past and/or pending litigation or unresolved lawsuits.
5.5 Employment Practices
Beacon GIS, LLC is an equal opportunity employer. The firm is guided by recognized industry standards,
policies, and procedures. When applicable, Beacon GIS, LLC offers a wide range of employee benefits
and ongoing training opportunities that has enabled Beacon GIS, LLC to attract and retain quality
consultants who are recognized as experts in emergency service organization, management, and service
delivery. Beacon GIS, LLC will not refuse to hire, discharge, promote, demote, or otherwise discriminate
in matters of compensation against any person otherwise qualified, because of age, race, creed, color,
sex, national origin, ancestry, or handicap.
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