HomeMy WebLinkAboutCOW 2007-09-10 Item 4E - Interlocal Agreement - Expend Funds for Regional Fire Authority Study with City of SeaTac COUNCIL AGENDA SYNOPSIS
O r I ITEM NO.
"t 4 i Meeting Date Prepared by M or'r review _Cowl review
1 09/10/07 i RB 1 I(
09/17/07 I RB
1908 I I I L e
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CAS NUMBER: 07-108 I ORIGINAL AGENDA DATE. SEPTEMBER 10, 2007
AGENDA ITEm TITLE Authorization of expenditure of funds for Regional Fire Authority Study and
consideration of Consultant Contract and Interlocal Agreement.
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Heanng Other
Mtg Date 09/10/07 Mtg Date 09/17/07 Mtg Date Mtg Date Aftg Date Altg Date Mtg Date
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PW
SPONSOR'S The proposed Consultant Contract and Interlocal Agreement for a joint fire services study
SUNfi IARY with the City of SeaTac has been reviewed by the Finance Safety Committee.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte 111 Arts Comm. Parks Comm. Planning Comm.
DAIE: 09/04/07
RECOMMENDATIONS:
SPONSOR /ADMIN. Consideration
COMMIYThE Unanimous Approval; Forward to Committee of the Whole
COST- IMPACT- FUNI1SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$$40,000
Fund Source: GENERAL FUND SALARY SAVINGS
Comments:
MTG DATE I =R€ °CORD OF= CQUNCIL A T(ON
09/10/07 l
MTG. DATE =AWAC
09/10/07 Informational Memorandum dated August 28, 2007
Estimated Cost Sheet
Informational Memo dated September 6, 2007 regarding changes to Interlocal Agreement
Draft Interlocal Agreement with City of SeaTac
Draft Consultant Contract
Minutes from the September 4, 2007 Finance and Safety Committee meeting
fa z City of
4 l�f._� 6200 Southcenter Boulevard Tukwila, Washington 98188 Steven M Mullet Mayor
1908
MEMORANDUM
TO: Finance and Safety Committee
FROM: Mayor's Office CP%
Tukwila Fire Department
DATE: August 28, 2007
SUBJECT: Joint Fire Services Study
As committee members are aware, the cities of SeaTac and Tukwila have had a series of
meetings to discuss the possibility of providing fire services jointly. We have met with
representatives of Emergency Services Consulting, inc., the company that worked with
Auburn, Algona and Pacific to form their Regional Fire Authority.
Attached for your review and recommendation are three documents: 1) A
SeaTac /Tukwila Master plan and Partnership Study Estimated Cost of Work, 2) an
Interlocal Agreement between the cities of SeaTac and Tukwila for a Cooperative Fire
Services Study, and 3) a Master Plan and Cooperative Fire Services Study Consultant
Contract. It is estimated that our share of the study costs will be approximately $30,000.
Staff recommends that the Mayor be authorized to sign the Interlocal and Consultant
Services agreements, at a cost not to exceed $40,000, in anticipation of unforeseen costs
arising. Funding for this effort will be taken from 2007 salary savings.
With committee approval, these items will be forwarded to the COW for consideration on
September 10, and to the Regular Council meeting of September 17.
Phone: 206- 433 -1800 City Hall Fax: 206- 433 -1833 www.ci.tukwila.wa.us
Rhonda Berry cost estimate full scope.xls 1
SeaTac/ Tukwila Master Plan and Partnership Study
Estimated Cost of Work
Objective Estimated costs
D RAFT
Consulting Services
Phase 1 Master Planning Process
1&2 Work Plan and Review of Materials 1,015
3 Stakeholder Input 4,640
4 Current Service Delivery Analysis 20,760
5 Future System Demands 2,900
6 Future Delivery System Models 2,900
7 Fiscal Analysis 7,395
Subtotal 39,610
Phase 2 Partnership Opportunities Analysis 6,960
Phase 3 Findings and Action Steps 2,175
Draft and Final Reports and Presentations 4,495
Total Consulting Services 53,240
Expenses
Phase 1 Master Planning Process
1&2 Work Plan and Review of Materials 239
3 Stakeholder Input 1,379
4 Current Service Delivery Analysis 1,509
5 Future System Demands 272
6 Future Delivery System Models
7 Fiscal Analysis 787
Subtotal 4,186
Phase 2 Partnership Opportunities Analysis 851
Phase 3 Findings and Action Steps
Draft and Final Reports and Presentations 1,120
Total Expenses 6,157
Grand Total 59,397
08/20/07
�l iia; w
k City of Tukwila
'11
Z 6200 Southcenter Boulevard Tukwila, Washington 98188 Steven M. Mullet, Mayor
ttt 1908
MEMORANDUM
TO: City Council
FROM: Mayor's Office
DATE: September 6, 2007
SUBJECT: Proposed changes to Draft Interlocal for Fire Services
The Finance and Safety Committee reviewed the interlocal at its September 4 meeting and
unanimously recommended it move forward to COW for discussion. The committee did,
however, suggest the changes listed below. These changes, along with any that arise at the COW,
will be incorporated into the interlocal before final Council approval.
Suggested changes are:
1) Page 1, paragraph 2, remove the between federal and requirements
2) Page 1, paragraph 3, substitute "needed by both cities" for the word "common" after
the word "resources
3) Page 1, paragraph 4, remove the wording "a well qualified consultant available
4) Page 1, paragraph 4(b) change to read: "The steering committee will review interim
products and give direction to the consultant"
5) Page 1, last paragraph section (B) Policy committee, first sentence, add "from each
city" after "union representative"
6) Page 1, last paragraph section (B) substitute the word "receive" for the word "get
substitute "provide "for "guide" and substitute the word "for" for the word "on"
7) Page 2, section 4,r_inding arrangement, change to read• "The lead city will invoice
the other city upon approval by the steering committee of each invoice. Invoices are
due within 30 days of receipt."
Phone: 206 433 -1800 City Hall Fax: 206- 433 -1833 www.ci.tukwila.wa.us
Khonda Berry ILA tire study 2.doc 1
DRAFT
INTERLOCAL AGREEMENT BETWEEN THE CITIES OF
SEATAC AND TUKWILA FOR COOPERATIVE FIRE
SERVICES STUDY
THIS INTERLOCAL AGREEMENT "ILA is entered into pursuant to Chapter 39.34 RCW
by the Cities of SeaTac and Tukwila Washington hereinafter referred to as "Cities to provide
for the joint funding of Cooperative Fire Services Study.
WHEREAS, the Cities desire to develop and promote equitable solutions to meet local, regional,
and federal requirements.
WHEREAS, the Cities desire to participate in efforts to plan effectively to share the use of
common resources.
WHEREAS, the Cities have agreed on the use of Emergency Services Consulting, Inc. a well
qualified consultant available to perform the study and have agreed upon the scope of work and
contract terms for the study,
WHEREAS, through the Interlocal Cooperation Act, the parties have the authority to engage in
cooperative efforts which result in more efficient use of Government resources; and
NOW THEREFORE, and in consideration of the terms, conditions and performances made
herein, it is agreed as follows:
1. Purpose of Interlocal Agreement: The purpose of the Interlocal Agreement is to set up a
cooperative arrangement between the Cities to jointly fund an Cooperative Fire Services Study
2. Lead City. The City of SeaTac will act as the Lead City, serving as the fiscal and
administrative agent for the cities and SeaTac's Assistant City Manager as project manager for
the study.
3 Governance Structure
A. Steering Committee
a) A Steering Committee comprised of city fire chiefs, City Manager or Administrator
will lead the efforts of the study with SeaTac Assistant City Manager providing
support.
b) The Steering Committee will select the Consultant to perform the study and approve
the schedule, payments, interim products and give direction to the consultant.
c) The Steering Committee will develop performance expectations for the Consultant.
d) The Steering Committee will manage this Agreement.
B. Policy Committee
a) A Policy Committee shall be formed and made up of the City Manager or
Administrator or designee, the Fire Chief, A firefighters' union
representative and two electeds from each city. The Policy Committee will
meet at least monthly to get updates and guide policy direction on the
Rhonda Berry ILA fire study 2.doc 2
Interlocal Agreement
Cooperative Fires Services Study
study..
b) The Policy Committee will be briefed on draft documents and
presentations and have the opportunity to comment on the products and
give input on the recommendations prior to release to the public or
presentation in a public meeting to the City Councils.
c) The Policy Committee will make recommendations to move forward on
each Phase of the study.
d) The Policy Committee will make a recommendation on the results of the
study to the City Councils for consideration of future actions.
4. Funding Arrangement.
Each city shall contribute 50% of the cost of the study.
The Lead City will invoice the other City upon approval by the steering committee of each
invoice from the Consultant and invoices are due within 30 days of receipt.
5. Duration. This Interlocal Agreement shall become effective and shall remain in
effect through the completion of the study..
7. Termination. Any party may terminate its participation in the Interlocal Agreement without
cause by giving the other Cities a ninety -day written notice. The terminating party shall remain
fully responsible for meeting its funding responsibilities and other obligations established by this
Interlocal Agreement through the end of the calendar year in which such notice is given.
8. Notices. Notices to the Cities shall be sent to the following persons:
City Contact
Tukwila
SeaTac
9. Indemnification.
Each City agrees to indemnify the other Cities from any claims, damages, losses, and costs,
including, but not limited to, attorney's fees and litigation costs, arising out of claims by third
parties for property damage and bodily injury, including death, caused solely by the negligence
or willful misconduct of such City, the City's employees, affiliated corporations, officers, and
lower tier subcontractors in connection with this Interlocal Agreement.
Each City hereby waives its immunity under Title 51 of the Revised Code of Washington for
claims of any type brought by any City agent or employee against the other Cities. This waiver is
G: \group\CITYMAN \FIRE STUDY\ILA fire study 2.docpage 2 of 3 draft 6/28/07
Rhonda Berry ILA fire study 2.doc 3
Interlace! Agreement
Cooperative Fires Services Study
specifically negotiated by the parties and a portion of the City's payment hereunder is expressly
made the consideration for this waiver.
10. Applicable Law: Venue: Attorney's Fees. This Agreement shall be governed by and
construed in accordance with the laws of the State of Washington. In the event any suit,
arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties
specifically understand and agree that venue shall be exclusively in King County, Washington.
The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit.
11. Counterparts. This document may be executed in any number of counterparts, each one
which shall be considered an original.
IN WITNESS WHEREOF, the undersigned have entered into this Interlocal Agreement as of
this day of 2007.
CITY OF TUKWILA
By:
Approved As To Form:
Title:
Date: City Attorney
CITY OF SEATAC
By: Approved As To Form:
Title:
City Attorney
Date:
c:\group\CITYMAN\F RE sTUDYILA fire study 2.docpage 3 of 3 draft 6/28/07
Nnonaa tserry contract.aoc 1
DRAFT
master plan and cooperative fire services study
seatacltukwila
CONSULTANT CONTRACT
Project Description: Prepare Master Plans for the City of SeaTac Fire Department and the
City of Tukwila Fire Department documenting current practices, making projections for
future demand and recommendations for strategies to improve ability to deliver services in the
future. Explore opportunities for partnership efforts between the two departments and make
findings and recommendations on the financial and service delivery feasibility of the various
partnership options identified.
THIS CONTRACT is made and entered into effective on the date upon which the Last
party to sign this Contract so signs the Contract, by and between the City of SeaTac, a
municipal corporation of the State of Washington, hereinafter referred to as the "City and
Management Partners, Inc., hereinafter referred to as the "Consultant on the following terms
and conditions in conjunction with the project indicated above.
1. EMPLOYMENT. The City hereby agrees to retain and employ the Consultant, as
an independent contractor, and the Consultant hereby agrees to serve the City pursuant to this
Contract.
2. INTERLOCAL AGREEMENT. The City of SeaTac and the City of Tukwila have
entered into an Interlocal Agreement to jointly pursue and fund this study. The Interlocal
Agreement is attached to this contract and the Consultant is aware of the terms of this
Interlocal Agreement that will affect the governance structure of the study and the approval of
the Consultant work. The Consultant agrees that the terms of this Interlocal Agreement are
acceptable to the Consultant and compatible with the approach for this study and the
Consultant's work.
3. SCOPE OF SERVICES. The Consultant shall be responsible for completion of the
scope of services detailed in the attached Scope of Work.
4. TIME FOR BEGINNING AND COMPLETION The consultant shall begin work
on the attached Scope of Work within 10 days of signing of the contract. All work shall be
completed by 2008. The established completion date may be extended at the
discretion of the City, subject to a prior supplemental written agreement executed by the City
to extend the established completion date.
5. PROFESSIONAL STANDARDS. The Consultant shall be responsible, to the level
of competency presently maintained by other practicing professionals in the same type of
work in this community, for the professional and technical soundness, accuracy, and
adequacy of all designs, drawings, specifications, plans, programs and other work and
materials furnished under this Contract.
6. COMPENSATION. The City shall pay to the Consultant as provided in the
attached Scope of Work. Time and expenses will not exceed S59,397. The City will pay only
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Knonda berry t=SUI contract.doc 2
for actual services rendered. Payments for time and expenses will not exceed the total amount
shown for each activity Progress billings shall show the percent completion of each activity
and final payment for each activity will not be made until the deliverable for the individual
activity has been completed satisfactorily.
7. RECORDS INSPECTION AND AUDIT. All compensation payments shall be
subject to adjustments for any amounts found upon audit or otherwise to have been
improperly invoiced, and all records and books of account pertaining to any work performed
under this Contract shall be subject to inspection and audit by the City for a period of up to
three (3) years from final payment of work performed under this contract.
8. OWNERSHIP OF DOCUMENTS. All plans, programs, specifications, designs,
reports, records and other documents produced during or as a result of services rendered
pursuant to this Contract shall be the property of the City of SeaTac and City of Tukwila and
shall not be property of the Consultant. Any reuse of such documents on or for any project
other than that covered under this contract shall be without liability or legal exposure to the
Consultant.
9. EQUAL EMPLOYMENT OPPORTUNITY The Consultant shall strictly abide by
all local, state and federal equal employment opportunity laws and policies relating to the
establishment of non discrimination in hiring and employment practices, and assuring the
service of all clients, customers or involved members of the public without discrimination.
10 INDEMNIFICATION. The Consultant shall indemnify and hold harmless the
City and its officers, agents and employees or any of them from any and all claims, actions,
suits, liability, loss, costs, expenses and damages of any nature whatsoever, by any reason of
or arising out of any negligent act or omission of the Consultant, its officers, agents and
employees, or any of them relating to or arising out of the performance of this Contract; and if
final judgment be rendered against the City and its officers, agents and employees or any of
them, or jointly against the City and the Consultant and their respective officers, agents and
employees, or any of them, the Consultant shall satisfy the same to the extent that such
judgment was due to the Consultant's negligent acts or omissions.
The City shall indemnify and hold harmless the Consultant and its officers, agents and
employees, or any of them from any and all claims, actions, suits, liability, loss, costs,
expenses and damages of any nature whatsoever, by any reason of or arising out of any
negligent act or omission of the City, its officers, agents or employees, or any of them relating
to or arising out of the performance of this Contract; and if final judgment be rendered against
the City and its officers, agents and employees, or any of them, or jointly against the
Consultant and the City and their respective officers, agents and employees, or any of them,
the City shall satisfy the same to the extent that such judgment was due to the City's negligent
acts or omissions.
11. RESTRICTION AGAINST ASSIGNMENT. The Consultant shall not assign this
Contract or any interest herein, subcontract any part of the consulting services to be
performed here, nor assign any money due or to become due hereunder, without first
obtaining the written consent of the City.
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Knonda berry L (;i contract.doc 3
12. CONTINUATION OF PERFORMANCE In the event that any dispute or conflict
arises between the parties while this Contract is in effect, the Consultant agrees that,
notwithstanding such dispute or conflict, the Consultant shall continue to make a good faith
effort to cooperate and continue work toward successful completion of assigned duties and
responsibilities.
13. TERMINATION OF CONTRACT Performance of the consulting services under
this Contract may be terminated for any cause deemed sufficient by either the City or the
Consultant, in whole or in part, at any time, by either party giving the other written notice of
such termination, specifying the extent and effective date thereof, by not sooner than thirty
(30) days from date of such notice, providing that the Consultant shall complete and be
compensated for any projects or duties previously assigned and accepted, and shall be
compensated for all expenses incurred or committed to, that cannot be canceled.
14. CONTRACT ADMINISTRATION. This Contract shall be administered by the
Principal on behalf of the Consultant and by the Assistant City Manager on behalf of the City.
Any written notices required by terms of this contract shall be served or mailed as follows:
If to the City If to the Consultant:
Attn: Tina Rogers Attn: Bruce Caldwell
Assistant City Manager Emergency Services Consulting, Inc.
City of SeaTac 25200 SW Parkway Ave. Suite 3
4800 S. 188` St. Wilsonville, OR 97070
SeaTac, WA 98188
15. CONSTRUCTION AND VENUE. This Contract shall be construed in accordance
with laws of this State of Washington. In the event of any litigation regarding the construction
or effect of this Contract, or the rights of the parties pursuant to this Contract, it is agreed that
venue shall be King County, Washington.
16. MERGER AND AMENDMENT. This Contract contains the entire understanding
of the parties with respect to the matters set forth herein and any prior or contemporaneous
understandings are merged herein. This Contract shall not be modified except by written
instrument executed by all parties hereto.
IN WITNESS WHEREOF, the parties hereto have executed this contract.
CONSULTANT.
By: Principal
Date:
CITY OF SEATAC:
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KhohUa Berry -EbQoon1naoLdoo 4
By: City Manager
Date:
as to Form:
By: City Attorney
Date:
Page 4v[4
Rhonda Berry Scope of Work 082507.doc 1
Ci EMI316ENGT.SE 146*OCONSU
Scope of Work
The following objectives and tasks will be completed to produce the final report and
recommendations. This methodology has been developed specifically for the Sea Tac
and Tukwila Fire Departments based on our understanding of your expectations. ESCi
will utilize approaches, tools, and techniques proven through experience to provide the
kind and quality of information needed to make objective, informed decisions.
The evaluation and analysis of data and other information will be based on local
standards, International City Managers Association (ICMA), National Fire Protection
Association (NFPA) standards, Washington State Rating Bureau schedules,
Commission on Fire Accreditation International (CFAI) self- assessment criteria, health
and safety requirements, federal and state mandates relative to emergency services,
and generally accepted best practices within emergency services.
Objective 1: Development of Proiect Work Plan
Activity: Meet with and refine the proposed work plan with each City's management
team to gain a comprehensive understanding of the project's background, goals, and
expectations. This action plan shall be developed identifying
Primary tasks to be performed
Person(s) responsible for each task
Time table for each objective to be complete
Method of evaluating results
Resources to be utilized
Possible obstacles or problem areas associated with the accomplishment of each
task
This meeting will also help to establish working relationships, make logistical
arrangements, determine line of communications, and finalize contractual arrangements
Obiective 2: Review of Backaround Information
Activity: Review /evaluate documents and information relevant to this project including:
General plan of the municipality and surrounding community
Existing community growth management plans
Current and proposed and use plans
Zoning maps and zoning code
Current comprehensive planning documents including proposed new Potential
Annexation Areas
Scope of Work Cities of Sea Tac and Tukwila, Washington
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"Cf E rM BGSNCy'SERVICES CONSULTING
Municipal building codes and ordinances
Local census statistics
Physical facilities
Incident data to include CAD and NFIRS data
Service practices, current service delivery objectives and targets, MOU's for
mutual aid, and other relevant information
ESCi will provide agencies with a comprehensive list of all data and information needed
to conduct the study. A "start date" for calculation of due dates for all deliverables will be
established upon ESCi's receipt of all materials from an agency
Objective 3: Stakeholders Input
Activity: Conduct interviews with and gather information from key personnel including
City Manager or City Administrator and Mayor
Governing body of the City (as appropriate)
Fire department managers and other staff
Union leadership
City's community planning staff
City's finance function manager
Others as they may contribute to this project
The project team will interview key stakeholders of organizations associated with this
study. At a minimum, members of the project team will interview fire agency officials,
community planning officials, labor representatives, and others that the project team or
agency deems necessary.
From these interviews, ESCi will obtain additional perspective on operational,
economics, and policy issues facing the agency. In addition, the project team will learn I
more about availability of data necessary to meet projected goals.
Obiective 4: Current Service Delivery Analysis
Activity: Conduct a limited organizational review and perform detailed analysis of the
agency's current resources and service delivery levels based on the elements included
in the following objectives.
Task 1: Organization Overview An overview of the organization shall be conducted
evaluating:
Responsibilities and line of authority
History, formation, and general description of the fire department today
Chain of command
Organizational structure
Operating budget, funding, fees, taxation, and financial resources
Scope of Work Cities of Sea Tac and Tukwila, Washington
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INN
'E Ci EMERGENCr SRRVICES CONSULTING mL
Current description of the fire suppression infrastructure
Task 2: Management Components Areas to be evaluated include•
Mission, vision, strategic planning, goals, and objectives
Adequacy of standard operating guidelines, rules and regulations, and policies
Financial controls
Internal evaluation of critical issues
Internal evaluation of future challenges
Internal and external communications
Decision making processes
Document control
Security
Reporting and records
Task 3: Planning for Fire Protection, Rescue, and EMS The planning processes
within the agency shall be reviewed Including these key components.
Review and evaluate the adequacy of the current planning process
Identifying critical issues and analyzing current and future services
Review elements of tactical planning within the organization
Review elements of operational planning within the organization
Review elements of master planning within the organization
Make recommendations relative to future planning process needs
Task 4: Personnel Management Personnel management programs shall be reviewed,
focusing on:
Policies, rules, regulations, manuals, and handbooks
Reports and records
Compensation
Labor management relationship and issues
Certifications and licensing
Disciplinary process
Counseling services
The application and recruitment process
Testing, measuring, and promotion processes
Health and wellness programs
Task 5: Incident Staffing Review staffing levels of the fire department. Areas to be
considered include.
Review and evaluate operational staffing levels and deployment
Analyze any existing standard of response coverage for personnel deployment
Scope of Work Cities of Sea Tac and Tukwila, Washington
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4 C i F EK SERVICES .CO UZ
and compare to critical tasking for incidents
Review firefighter emergency medical services (EMS) staff distribution
Task 6: Training Program Review training program including
General training competencies
Training administration, schedule, and facilities
Training procedures, manuals, and protocols
Record keeping and clerical support
Task 7: Capital Assets Review status of current major capital assets (facilities and
apparatus) and analyze future needs relative to the purchase of necessary capital
improvement items including:
Facilities Tour and make observations in areas critical to current station
condition and efficiency, with particular focus on each facility's viability for
continued use in an effective future deployment strategy Items to be contained in
the report include:
o Design o Code Compliance
o Construction o Staff Facilities
o Safety o Efficiency
o Environmental Impacts
Apparatus Vehicles Review and make observations regarding inventory of
apparatus and equipment. Items to be reviewed include:
o Apparatus type, age, maintenance and replacement funding program
o Distribution and deployment
o Analyze current standard of response coverage for apparatus deployment
and compare to needed fire flows and critical tasking
Fire flow- Review and make observations regarding availability of fire flow. Items
to be reviewed include:
o Availability of fire flow relative to need
o Identification of areas of deficiency and ownership of
o Reliability of water district's systems, information, testing, communication
with fire department
Task 8: Fire Prevention /Public Education/ Development Review Programs Review
the department's efforts toward fire prevention, public education, and development
review programs. Elements to be evaluated include.
Code enforcement activities
New construction plan review and inspection
General inspection program
Fire and injury public education programs
Fire investigations
Pre- incident planning
Statistical collection and analysis
Scope of Work Cities of Sea Tac and Tukwila, Washington
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NIS
CL EMERGENCr SERVICES CONSULTING inc.
Task 9: Current Deployment Strategies and Performance Review and make
observations in areas specifically involved in, or affecting, service levels and
performance. Areas to be reviewed shall include:
Demand Study
o Analysis and geographic display of current service demand by incident
type
o Analysis and geographic display of current service demand by temporal
variation.
Distribution Study
o Overview of current facility deployment strategy, analyzed through
geographical information systems (GIS) software as appropriate, with
identification of service gaps and redundancies.
o Overview of current apparatus deployment strategy, analyzed through
GIS software as appropriate, with identification of service gaps and
redundancies
Concentration Study
o Analysis of response time to achieve full effective response force
o Analysis of company and staff distribution as related to effective response
force assembly
Reliability Study
o Analysis of current workload, including unit hour utilization of individual
companies (to the extent data is complete)
o Review of actual or estimated failure rates of individual companies (to the
extent data is complete)
o Analysis of call concurrency and impact on effective response force
assembly
Performance Summary
o Analysis of actual system reflex time performance, analyzed by individual
components (to the extent data is available)
o Analysis of current first -due unit response time performance levels and
capabilities, including both temporal and geographic discussions
Review the deployment of technical rescue, emergency medical services,
hazardous materials, and other specialized programs
Review effectiveness of systems for mutual aid and /or automatic aid
Deliverable: Draft Master Plans for each agency covering Phase I
Objectives 1 4 shall be delivered to Steering Committee within weeks
of start date. Upon Steering Committee approval of sufficiency of draft
Master Plans, presentation of findings to the Steering and Policy
Committees and City Councils will be made. Steering Committee will
compile comments and give direction to ESCi for changes needed within 3
weeks of presentations.
Obiective 5: Future System Demand Proiections
Scope of Work Cities of Sea Tac and Tukwila, Washington
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"CL EMERGENCY S1RVICES CONSULTING inc.
Activity: Conduct an analysis of community growth projections and interpret their impact
on emergency service planning and delivery for a planning horizon of 2020.
Task 1: Population Growth Projections An interpretation of available census and
community development data will be provided indicating
Population and employment history and demographics
Census -based population and employment growth projections
Community planning -based population and employment growth projections
Population and employment growth projections in Potential Annexation Areas
Task 2: Service Demand Projections Population and employment growth
projections, along with historical and forecast incident rates, will be utilized to develop
projections for future service demand including impact of Potential Annexation Areas:
Total community service demand projections by type
Geographic service demand projections (using GIS methodology)
Task 3: Community Risk Analysis Future land use and zoning classifications will be
used, along with historical incident data and demographics, to analyze and classify
community fire protection risk by geography. When possible, additional target hazard
information will be mapped and displayed for use in deployment strategy planning. The
resulting community risk analysis will include geographic display of information such as:
Population density
Housing building density
Target age fire risk populations
Property use risk classifications
Specific hazards (life safety, chemical, etc where information is available
Needed fire flow requirements from existing data
Obiective 6: Future Delivery System Models)
Activity: Develop and analyze various resource deployment strategies for providing
emergency services with the specific intent of identifying the option that can deliver the
optimum levels of service to the community in the future, based on the previous
projections of service demand and community risk. Recommendations will be provided
identifying the best long -range strategy for service delivery and the impact of initiating
such a strategy:
Task 1: Review /Revise Standards of Response Coverage Using the previous
analysis of community risk, ESCi will facilitate discussions with the City's fire service
managers to develop consensus on any necessary revisions of the department's
standards of response coverage and key performance objectives and will ensure that the
standards are reasonable and consistent with industry practices and benchmarks:
Scope of Work Cities of Sea Tac and Tukwila, Washington
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.E `Ci EMERGENCY' SERVICES CONSULTING uw.
Classification of incident risk types for deployment planning
Critical tasking analysis for identified incident risk types
Needed fire flows for identified incident risk types
Special equipment/apparatus needs for incident risk types
First -due unit arrival response time objectives for incident risk types
Effective force arrival response time objectives for incident risk types
Dispatch call processing time objectives
Company turnout time objectives
Task 2: Recommended Long -Term Strategy Develop one or more recommended
long -range options for resource deployment that will improve the department's level of
service towards the identified performance objectives and targets. This may include, but
is not necessarily limited to, the following options
Specific recommendations regarding any relocation of existing facilities
Specific recommendations regarding general locations of future fire stations
Specific recommendations regarding the deployment or distribution of on -duty
personnel
implementation plan and timetables
Task 3: Projected Performance Evaluate and present the following in graphical and
descriptive format for the deployment option(s):
Degree of benefit to be gained through its implementation
Extent to which it achieves established performance targets
Potential negative consequences
Obiective 7: Fiscal Analysis
Activity: Fiscal analysis and planning is an important component of the emergency
services evaluation. Long -term survival of an emergency services system requires that
the system be adequately funded. ESCi will determine the fiscal state of the agency,
determine future revenue forecast, and develop recommendations on improving the
financial resources available for fire and EMS services. All recommendations will be
consistent with the community's current and future financial ability and capability to
provide adequate, cost effective services to its citizenry Also, budgeting practices will be
thoroughly examined, and alternate methodologies may be suggested provided existing
budgeting laws and ordinances would permit them. Findings and recommendations will
be made, where appropriate, on:
Projected capital and operating costs of recommended strategy
Options and recommendations for financing capital improvements (fees)
Options for long -term funding strategies considering the full range of revenue
options available to City Fire Departments
Options for cost avoidance
Options for cost recovery
Scope of Work Cities of Sea Tac and Tukwila, Washington
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i EME RGBNcr S6RVl s C0Nsu7 LN snc
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Deliverable: Draft Master Plans for each agency covering Phase I
Objectives 5 7 shall be delivered to Steering Committee within weeks
of start date. Upon Steering Committee approval of sufficiency of draft
Master Plans, presentation of findings to the Steering and Policy
Committees and City Councils will be made. Steering Committee will
compile comments and give direction to ESCi for changes needed within 3
weeks of presentations.
ESCi shall identify areas of duplication that can be reduced through partnership i
efforts, as well as potential service improvements that can be accomplished as an
outcome of the master planning process described in Phase 1 of this scope of
work. Experience has shown that this process frequently becomes the overriding
influence for fire protection partnership efforts between agencies
Items in this section of the report include but are not limited to the areas listed
below. The detailed information shall provide department heads and elected
officials with the information necessary to make important decisions regarding
emergency services partnership. Included are.
Objective 1: General Partnering Strateaies
Activity: The various partnering strategies are described, beginning with a do-
nothing approach and ending with complete consolidation of the fire agencies into
a new emergency service provider.
Objective 2: Projected performance of consolidated fire agency
Activity: Evaluate and present the following in graphical and descriptive format for a
consolidated fire agency with combined resources:
Degree of benefit to be gained through its implementation
Extent to which it achieves established performance targets
Potential negative consequences
Obiective 3: Critical Issues
Activity: The study takes into account the many shared critical issues that face
each agency and how such matters affect the effort to construct a regional model
for efficient service. These issues are identified and analyzed Specific
recommendations are offered.
Obiective 4: Fiscal Analysis
i Activity: ESCi uses computer driven model budgets for each agency to allow a
comparative examination of the actual public costs for each organization and as a tool
Scope of Work Cities of Sea Tac and Tukwila, Washington
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Cf E S ERVICE$ CONSULTING sm.
for analyzing the financial effects of any type of partnership Budget modeling is also
used to measure the effects of the proposed change(s). Funding mechanisms are
identified and comprehensive financial outcomes are provided for each partnership
strategy offered.
Review and analyze department budgets and revenues
1. Review separate budgets.
2. Develop projected consolidated budget.
3. Identify financial issues of partnership.
4. Identify areas of short and long -term savings and costs if any
Objective 4: Financial Outcomes of Identified Options
Activity: Predicted costs and /or savings of each partnership option shall be
presented for evaluation.
Deliverable: Draft report covering Phase II shall be delivered to Steering
Committee within weeks of start date. Upon Steering Committee
approval of sufficiency of draft report, presentation of findings to the
Steering and Policy Committees and City Councils will be made. Steering
Committee will compile comments and give direction to ESCi for changes
needed within 3 weeks of presentations.
Any cooperative venture among the agencies presents organizational and
community leaders with a series of challenges. Successful implementation of this
proposal requires that significant matters be addressed, regardless of which form
of partnership option is chosen. Those issues are identified as
Obiective 1: Findings
Activity: Feasibility of each partnership option is presented.
Obiective 2: Preferred Option
Activity: The preferred option or options is presented and discussed.
Obiective 3: Policy Action
Activity: Necessary policy action by the elected bodies is described
Obiective 4: Timelines
Activity: The recommendations outlined in this section provide general
completion timelines offered to guide the agencies in developing a more detailed
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"Cs EM&LCGENGr SIR VICES CONSULTING ma
listing during the formal planning process.
Obiective 5: Process Issues
Activity: Strategic planning, legal considerations, management and governance,
funding and other issues are discussed.
Deliverable: Draft report covering Phase III shall be delivered to Steering
Committee within weeks of start date. Upon Steering Committee
approval of sufficiency of draft report, presentation of findings to the
Steering and Policy Committees and City Councils will be made. Steering
Committee will compile comments and give direction to ESCi for revisions
needed within 3 weeks of presentations.
Final Project Report
Activity: ESCi will complete any necessary revisions of the draft Master Plans
and reports and produce the specified quantity of publication quality, bound, final
versions of the written reports.
Deliverable: Final publication- quality, bound individual agency Master
Plans and Final Reports of Phase II and 111 shall be delivered to Steering
Committee within 3 weeks of receipt of Phase III revisions from Steering
Committee.
Scope of Work Cities of Sea Tac and Tukwila, Washington
08/25/07
10
I 4 City of Tukwila
�V;', Finance Safety Committee
isoe
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
September 4, 2007- 5:00 p.m.
PRESENT
Councilmembers: Jim Haggerton, Chair; Joan Hernandez and Dennis Robertson
Staff: ravdayis`K_et'I iifrdrNick Olivas
Guests: Clkk- Tati'sl
CALL TO ORDER: Committee Chair Haggerton called the meeting to order at S:QQp m
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Expenditure of Funds for Reeional Fire Authority
Nick Olivas, Fire Chief, provided the committee with a background on this subject matter. The City
of SeaTac, on the heels of a levy failure, began to explore the possibility of sharing fire protection
services with the City of Tukwila. Through progressive discussion it was determined that if shared
services were to be studied the focus should also include the option of consolidation. Nick pointed
out that the cities of Auburn, Pacific, and Algona recently consolidated to form a regional fire
authority. The purpose of the joint fire services study with the City of SeaTac is to develop a master
plan for each fire agency and to ascertain whether a benefit exists to form a regional fire authority.
Emergency Services Consulting, Inc. will be hired to perform the study. The estimated cost is
approximately $30,000, however Nick is requesting that the Mayor receive authorization to sign the
agreement at a cost not to exceed $40,000 in anticipation of unforeseen costs.
Discussion ensued following Nick's presentation. Due to the timing of hiring the Emergency
Management Coordinator and CERTs position, adequate budget capacity exists to fund this non
budgeted activity. Nick captured several edits to the draft interlocal agreement that were suggested
by the committee.
NriN. Y;COU A PC vAT2 FORWARD TO SEPTEMBER 10 COW.
B. Expenditure of Funds for South County Jail Study
David Haynes, Police Chief, provided the committee with a background on this subject matter. Due
to the decreasing availability of inmate beds in the King County jail system, a workgroup has been
formed to study the feasibility of constructing an alternative 500 -bed facility. The workgroup is
calling itself South Corrections Entity (SCORE) and is comprised of Des Moines, Federal Way,
Renton, and Tukwila.
SCORE published a feasibility study request for qualifications (RFQ) on June 4, 2007. Four
responses were received and the review team unanimously picked the DLR Group as the most well
qualified company. The initial proposal amounted to $351,000 but has since been modified and now
totals $161,000. Tukwila's share is estimated to range from $34,000 to $41,000, however staff
request that the Mayor be authorized to expend an amount not to exceed $45,000 to cover any
unforeseen costs.