HomeMy WebLinkAbout2020-07-29 - Request for Proposals - Fire Department Expenditures, Revenues and Services Independent AnalysisCITY OF TUKWILA
REQUEST FOR PROPOSALS
FIRE DEPARTMENT EXPENDITURES, REVENUES AND SERVICES
INDEPENDENT ANALYSIS
DUE: July 29, 2020 5:00 PM (PDT)
The City of Tukwila is soliciting Request for Proposals (RFP) for a Fire Department Expenditures,
Revenues and Services Independent Analysis. The successful Vendor or Firm is expected to
review and provide recommendations for resolving excess expenditures, review the current
staffing model and service levels, review training costs and review and assess revenues
currently collected and recommend other potential revenue sources.
Please review the full RFP following this notice.
The Request for Proposal may be emailed to Cheryl.Thompson(cD_TukwilaWA.gov no later
than 5:00 PM (PDT) on Wednesday, July 29, 2020. The City requests a limit of ten (10) pages
total for the RFP and proposal, including cover page, project examples and supplements. The
submittal shall clearly include the project name "Fire Department Expenditures, Revenues and
Services Independent Analysis".
The City of Tukwila reserves the right to reject any and all submittals and to waive irregularities
and informalities in the submittal and evaluation process. This Request for Proposals does not
obligate the City to pay any costs incurred by respondents in the preparation and submission of a
proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed
or implied services.
The successful Vendor(s) must comply with the City of Tukwila equal opportunity requirements.
The City is committed to a program of equal employment opportunity regardless of race, color,
creed, sex, age, nationality, disability, or any other unlawful basis. The contracted vendor for this
project will be expected to comply with all Federal, State, County, and City codes and regulations
applicable to such work and perform the work in accordance with the requirements and
edifications of the contract
documents.
Published Daily Journal of Commerce: July 8, 2020
City of Tukwila
Fire Department Expenditures,
Revenues and Services Independent
Analysis
Request for Proposals
July 1, 2020
City of Tukwila
Request for Proposals
For Fire Department Expenditures, Revenues and Services Independent Analysis
Request for Proposals
Submittal Deadline: July 29, 2020 by 5PM (PDT)
The City of Tukwila is soliciting Request for Proposals (RFP) for a Fire Department
Expenditures, Revenues and Services Independent Analysis. The budget for this project is
$40,000.
The City requests proposals in response to this RFP be limited to ten (10) pages total, including
cover page, project examples and supplements. It is the City's intent to select a firm based on
qualifications, abilities, past performance, and availability to complete the work within the
timeframe specified. Once the City has reviewed the qualifications, one or more firms may be
requested to provide additional information and/or participate in an interview process.
Review of the RFPs and proposals and the final selection will be performed by a committee
comprised of City staff.
RFPs and proposals are due by July 29, 2020 at 5PM. The City will evaluate the proposals and
select the highest-ranking firms for additional information and/or interviews. The final selection
will be based on the combined score of the written RFPs and proposals and the interviews.
Purpose: To analyze the operational costs, services and practices of the Tukwila Fire
Department and provide recommendations on how to improve monitoring and accounting for
costs, staffing and service levels. This independent analysis should review current
practices and provide recommendations and options for the Fire Chief, Mayor and Council on
using best practices to balance costs and service levels to the community.
Background: The Tukwila Fire Department has a long history of providing excellent service to
the Tukwila Community for the past 75 years. With four stations in nine square miles, covering
approximately 6,000 calls per year, the Fire Department has an excellent response time
compared to other Zone 3 fire organizations. With the financial support of the voters in 2016, the
City has recently invested significantly in two new stations and new fire apparatus and
equipment. Operationally, the Fire Department has had difficulty staying within its Council
adopted budget for the past ten years, needing additional budget amendments to cover
overtime and other expenses. In 2019, the City completed a deeper analysis of costs and
services reviewing use of overtime, sick leave, Kelly days, training, and other factors, as well as
looking at response by stations and automatic aid. The City is now interested in an outside
review of the department to provide an independent analysis of costs and services to provide
recommendations on how best to align budget, costs and services going forward into 2021.
See Tukwila City Council website for previous council discussions.
• May 20, 2020 Memo to Council re: Fire Department 1st Quarter Budget Report
• May 18, 2020 Coronavirus Response Update: Fire Staffing and Calls for Service
• August 21, 2019 Memo to Council re: Tukwila Fire Special Operations
• August 7, 2019 Memo to Council re: Update Fire Department Fee Schedule
• August 7, 2019 Memo to Council re: Sources of Revenue for Fire Departments
• July 17, 2019 Memo to Council re: Fire Budget Discussion — Service Levels
• May 22, 2019 Memo to Council re: Fire Budget Discussion
SCOPE OF WORK:
The City of Tukwila anticipates that the selected firm will provide:
Analysis:
• Review the City's 2020 and 2019 analysis of costs and services for background information
of the past ten to fourteen years of expenses and service levels.
• Review the current practices and use of leave and overtime in the department and provide
recommendations for resolving excess expenditures. This analysis should include review of
the following:
o Use of sick leave, long-term disabilities, shift changes, training, and other uses.
o Compare these finding with regional and national trends regarding data points. This
review should cover at least the last three years.
o The sick leave use study should also include a review of up to fourteen years to
capture the data for the 48/96 vs Modified Detroit schedules which took place
January 2008.
• Review the current staffing model and service levels, including the 48/96 shift, use of Kelly
days, the minimum staffing standard, and call -out procedures to determine if there are
improvements that can be implemented to best use available resources.
• Review use and costs of training, especially specialized trainings, and provide a cost benefit
review. Provide options, and recommendation for future training activities.
• Provide recommendations on community service levels with associated costs and best
practices for City Council direction.
• Review and assess revenues currently collected and provide recommendations for other
revenue sources. These would include a review of best practices from other agencies, how
to best recover costs and implementing fees.
• Provide recommendations on creating transparent monitoring reports for expenses and
service levels that can be used by the City on a regular basis.
The selected firm will begin in mid -August 2020 and produce a preliminary report no later than
October 15, 2020, with a final report with recommendations no later than November 6, 2020.
SUBMITTAL DEADLINE:
The City must receive RFP's by July 29, 2020 by 5 PM (PDT) at the email address of
Cheryl. Thom pson(�_)tukwilawa.gov
SUBMITTAL REQUIREMENTS:
1. Letter of Interest: The cover letter shall briefly summarize the firm's qualifications and past
experience relevant to the scope. A principal or officer of the firm authorized to execute
contracts or other similar documents on the firm's behalf must sign the letter.
2. Outline your firm's experience on the scope of work required for the appropriate discipline.
3. Proposal: In your proposal, describe your firm's overall approach, including organization and
work tasks necessary to accomplish the objectives. If it is your firm's practice to have
specific sub -categories of the Scope of Work performed by consultant(s), please identify the
consultant(s) you anticipate using for a Contract, indicate their specific role(s), and outline
their experience on similar or related work. Describe how your firm will analyze the
operational costs, services, and practices of the Tukwila Fire Department to provide
recommendations on how to balance costs and service levels to the community.
4. Describe your quality control process.
5. Identify qualifications/expertise of the key personnel on your team; and evidence of
availability of staff to begin immediately upon awarding of the contract.
6. Provide a list of key personnel, including consultants' personnel indicating the specific role
of each, and clearly identify the Project Manager.
7. Provide a professional resume for each of the named key personnel, indicating the extent of
his/her experience on projects related to this type of work.
SELECTION PROCESS:
All responses to this RFP will be screened for eligibility. If there is insufficient information, the
City reserves the right to request additional information. It is the City's intent to interview the top
two or three firms based upon the submitted written materials.
1. This solicitation does not obligate the City to award a Contract to any respondent. At its
option, the City reserves the right to waive as informality any irregularities in the
proposals and/or to reject any or all submittals.
2. The City reserves the right to request clarification of information submitted, and to
request additional information from any firm.
3. The City shall not be responsible for any costs incurred by the firm in
preparing, submitting, or presenting its response to the RFQ.
EVALUATION CRITERIA
Submittals will be evaluated and ranked based on the following criteria:
1. Team qualifications and experience. 40 points
2. Quality of proposal. 40 points
3. Quality of overall submittal package. 20 points
ADMINISTRATIVE INFORMATION:
1. Minority -owned and Women -owned Business Enterprises: The City strongly
encourages minority owned and women owned businesses, socially and economically
disadvantaged business enterprises, and small businesses to respond to this RFQ, to
participate as partners, or to participate in other business activity in response to this
RFQ.
2. Basic Eligibility: Any successful firm must be licensed to do business in the State of
Washington, the City of Tukwila and must have a state Unified Business Identifier (UBI)
number. In addition, the successful firm must not be debarred, suspended, or
otherwise ineligible to contract with the City.
3. Payment Requirements: Firms should be aware that the City will only make payments on
invoices after the work being billed has been completed and will pay reimbursable
expenses to the firm only upon receipt of an itemized invoice for the reimbursable
expenses. No advance payments will be made to the firm, who must have the capacity
to meet all project expenses in advance of payments by the City.
4. Approval of Consultants: The City retains the right of final approval of any consultant of
the selected firm who must inform all consultants of this provision.
5. Documents Produced: All reports, and other documents produced under Contract to the
City must be submitted to the City a digital format that meets the City's requirements,
using Microsoft Office . All documents shall become the exclusive property of the City.
6. Civil Rights: The City of Tukwila embraces civil rights and equal opportunity. If any
events occur involving the firm or subcontractors that would violate those rights, then the
firm shall take full responsibility for said actions.
7. Insurance: Successful consultant will be expected to enter into a standard City of
Tukwila Consultant Agreement (Agreement), that requires the consultant to include the
City as an additional insured on their policy and includes the standard general insurance
requirements as follows:
The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may
arise from or in connection with the performance of the work hereunder by the
Consultant, its agents, representatives, or employees. Consultant's maintenance of
insurance as required by the agreement shall not be construed to limit the liability of
the Consultant to the coverage provided by such insurance, or otherwise limit the
City's recourse to any remedy available at law or in equity.
A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of
the types and with the limits described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident. Automobile Liability
insurance shall cover all owned, non -owned, hired, and leased vehicles.
Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or
a substitute form providing equivalent liability coverage. If necessary, the policy
shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $2,000,000
each occurrence, $2,000,000 general aggregate. Commercial General Liability
insurance shall be written on ISO occurrence form CG 00 01 and shall cover
liability arising from premises, operations, independent contractors and
personal injury and advertising injury. The City shall be named as an insured
under the Consultant's Commercial General Liability insurance policy with
respect to the work performed for the City.
3. Workers' Compensation coverage as required by the Industrial Insurance laws
of the State of Washington.
4. Professional Liability with limits no less than $1,000,000 per claim and
$1,000,000 policy aggregate limit. Professional Liability insurance shall
be appropriate to the Consultant's profession.
B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial
General Liability insurance policies are to contain or be endorsed to contain that
they shall be primary insurance with respect to the City. Any Insurance, self-
insurance, or insurance pool coverage maintained by the City shall be excess of the
Consultant's insurance and shall not be contributed or combined with it.
C. Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A: VII.
D. Verification of Coverage. Consultant shall furnish the City with original
certificates and a copy of the amendatory endorsements, including but not
necessarily limited to the additional insured endorsement, evidencing the
insurance requirements of the Consultant before commencement of the work.
Certificates of coverage and endorsements as required by this section shall be
delivered to the City within fifteen (15) days of execution of this Agreement.
E. Notice of Cancellation. The Consultant shall provide the City with written notice of
any policy cancellation, within two business days of their receipt of such notice.
F. Failure to Maintain Insurance. Failure on the part of the Consultant to
maintain the insurance as required shall constitute a material breach of
contract, upon which the City may, after giving five business days' notice to the
Consultant to correct the breach, immediately terminate the contract or, at its
discretion, procure or renew such insurance and pay any and all premiums in
connection therewith, with any sums so expended to be repaid to the City on
demand, or at the sole discretion of the City, offset against funds due the
Consultant from the City.
Published Daily Journal of Commerce: July 8, 2020